Office Manager

Office Manager

Location : Lower Hutt / Wellington Region

Position : Full time 40 hours per week

Annual salary range : $60,000 and $67,000 p.a. based on experience

Hahn & Associates Limited is seeking a highly organized and proactive German speaking Office Manager to oversee daily administrative operations at our office. The successful candidate will play a key role in ensuring smooth office functionality, supporting staff, and contributing to business efficiency. The vast majority of our clients are German speaking and the ability to communicate to a native-like standard is paramount.

Key Responsibilities :

®    Data Entry for visa applications

®    Converting, editing, and uploading of digital documents

®    File management, both electronic and hand files

®    Follow-ups in diary and hand files

®    Organising appointments and maintaining the online booking system

®    Individualising questionnaires

®    Individualising checklists

®    Keeping templates for questionnaires and checklists up to date

®    Learning immigration policy

®    Time keeping : The Employee must keep a record of time spent on each client he dealt with during the working day.

®    Managing the diary of the Team

®    Assisting the Team to prioritise daily tasks and coordinate clients in the office.

®    Document filing, photocopying, scanning,

®    Accounts payable / receivable

The following overriding principles must be observed by the Employee :

Client centered approach : The best outcome for the client is the optimal outcome for the Business.

Non-judgmental attitude towards clients : All clients must be treated the same. Every client must be treated as if they are our only and most important client.

No-blame-culture : It is not the client’s fault if things go wrong. The Business must explore options to predict and foresee mistakes of others such as clients and Authorities and adapt its business systems accordingly. Mistakes are learning opportunities.

Every client is different : While our business systems are supposed to make our work easier, they are not the means to an end. If necessary, our business systems must be adapted to individual clients’ needs.

The following skills are required to perform at required level :

Problem solving ability : Problems are there to be solved and are learning opportunities.

Open to feedback : Feedback or corrections are learning opportunities. The Employee is expected to acknowledge mistakes or shortcomings and to strive to improve.

Positive attitude : The Employee is encouraged to be optimistic about situations, interactions, and him / herself. She / he should see the best even in difficult situations. Any frustrations with Authorities, clients or online systems should be analyzed in an objective way and handled with care. If they are intrinsic and part of the job, they must be accepted. If not, a solution should be found either independently or in cooperation with the Team.

Ability to think ahead : What are the next steps in a process? How can we make sure that the next steps are taken in a timely manner? Every single active case has a next step, which must be planned and noted in the client file and office diary. If the Employee cannot see the next step, check with the Employer if the file needs to be archived.

Project management skills : The Employee must be able to complete the diverse tasks of a project without losing sight of the end goal. It must always be checked if the path to the end goal is still viable or needs to be adapted.

Self-sufficient : Ability to solve problems independently.

Calmness : Problems and tasks can be solved with trust in one’s own ability and use of the resources and know-how of the Business.

Ability to prioritise : Some tasks must be dealt with earlier and faster than others without neglecting the other tasks.

Organisational skills : The Employee must be able to attend to several tasks on the same day and sometimes at the same time.

Efficiency : Tasks must be completed in a timely manner but with the thoroughness and care required.

Good communication : Excellent oral and written communication skills both in English and German. While it is not encouraged to communicate with clients and Authorities in an overly formal manner, the tone must be professional, respectful, and non-judgmental.

Personality : Willingness and personality to work in a home-office environment with a small team.

Essential :

• Bachelor degree – Level 7
• Minimum of 3 years of management level work experience or management involving finances and accounting

General terms :

This position offers the option to upskill and obtain a licence as an immigration adviser.

If this sounds like you please apply with your CV and cover letter