Office Manager
Wellington
Based in central Wellington, Tiaki offers expert Physiotherapy, Pilates, Massage, and group classes. Our passionate team is here to support clients through every stage of life – from injury recovery and pain management to building strength and confidence in movement.
With a warm, inclusive atmosphere and a strong focus on personalised care, we’re dedicated to helping our community move well, feel good, and thrive.
Suggested hours:- Monday 9am - 3.30pm
- Tuesday 9am – 3.30pm
- Wednesday 9am – 5pm
- Thursday 9am – 3.30pm
- Friday 9am – 5pm
- Physiotherapists
- Pilates Instructors
- Other administration staff
- Referrers
- Doctors
- Sales representatives
- Patients + Clients
- Scheduling appointments and classes
- Maintaining systems to monitor member activity and bookings
- Providing exceptional customer service and contributing to studio sales targets
- Ensuring a tidy, pleasant, and safe environment
- Overseeing and supporting other administrative staff
- Ultimately, the Office Manager helps improve company procedures and ensures day-to-day operations run efficiently.
- Administration & Operations
- Maintain office systems and databases using a range of software packages, including Mindbody and Cliniko.
- Manage diary and booking systems for Physiotherapists and Pilates studio
- Send out accounts weekly and follow up on any outstanding invoices
- Conduct a weekly stocktake
- Organise the office layout and maintain stationery and supplies
- Keep reception and studio areas clean and tidy; organise repairs when necessary
- Liaise with cleaner and external suppliers
- Respond promptly to emails, voicemails, website, and social media enquiries
- Maintain and develop a customer and prospect database, including following up leads and complimentary classes
- Actively promote Tiaki to prospective clients and drive sales towards memberships
- Support a welcoming environment and assist in converting prospects into members
- Oversee and support other administrative staff
- Manage teaching rosters and liaise with instructors regarding cover for leave and sickness
- Provide cover where possible if other admin staff are away
- Organise induction programmes for new staff
- Take minutes at fortnightly staff meetings
- Prepare reports, letters, presentations, and other documents as required
- Monitor and adhere to health and safety and quality management policies
- Assist with cleaning of machines, vacuuming, and general tidying during quieter periods
- Deal with correspondence, complaints, and queries professionally
- Excellent customer service and interpersonal skills
- Strong attention to detail and problem-solving ability
- Excellent time management and ability to multi-task and prioritise
- Self-directed and motivated, with the ability to work independently
- Experience delegating and supervising office tasks to staff
- Proficiency in managing data and using booking software (Mindbody experience a huge plus)
- Ability to communicate effectively with people at all levels of medical knowledge, both written and verbal
- Emotional intelligence and calm under pressure
Wellington
are scheduled as required
c. The Director’s emails are triaged effectively
d. Task management tools (e.g. Trello) are kept up to date and issues are flagged with the Director or other relevant contributors
e. Documents, information and other materials...
Wellington
Monday to Friday - Weekends off
• $30 Per hour depending on experience
• Petone based company
Trade Assist is looking for an Office Manager to join our client, an awesome locally owned and operated Engineering company.
The Role: As an Office...
Wellington
into a senior office management position within the next 6–9 months.
This position is focused on supporting the entire business and is intended for someone eager to learn and understand all aspects of our operations to confidently support and step into any role...