Optimally Looking for Office and Operations Manager at Auckland, Auckland, New Zealand Full Time

✨Do you love the wellbeing sector and feel like you could add real value working within an organisation that is all about people optimisation? 

AND 

Are you ready to step into a pivotal role where you can bring your organisational skills, excellent communication, and attention to detail into play?

✨This is your chance to shape and elevate the backbone of our administration and operations at Optimally and transform the way wellbeing services are delivered within corporate environments. 

We are looking for a highly organised, energetic, and multi-talented Administrator/ office Manager to join our team. This is a unique opportunity for someone who thrives in a fast-paced, multi-dimensional environment and is excited about keeping things running smoothly while supporting an incredible team.

You’ll be the glue that holds everything together, from managing client accounts and supporting event delivery to overseeing office operations and helping drive financial efficiency. If you love creating systems, improving processes, and working behind the scenes to keep everything on track, this role is for you!

In this dynamic position, you will be responsible for the day-to-day operations across several key areas, including admin, client care, service delivery, financial management, and more. If you’re someone who enjoys variety, problem-solving, and making a real difference to the team and clients alike, we want to hear from you!

✨You will love this role if you:

Naturally make others feel at ease and supported.

Thrive in a fast-paced, purpose-driven environment.

Get deep satisfaction from helping people.

Want to build a meaningful, long-term career where your work truly matters.

Are a team player who enjoys working alongside others.

Are an excellent multi-tasker who can prioritise effectively.

Have strong self-awareness and proactively look after your wellbeing.

Are calm under pressure and help others regulate in stressful situations.

Are respectful, non-judgemental, and deeply compassionate.

Have exceptional communication and administrative skills.

If this sounds like you, then you could be the person we have been looking for!

✨What’s in it for you?

 -A central role in a growing company – You will have the opportunity to shape how we work and help take our client services, office management, and team collaboration to the next level.

– Be the heartbeat of our operations – From managing accounts to overseeing project roll outs, you’ll play a hands-on role in ensuring the seamless delivery of services that matter.

-Work with a passionate team – Collaborate closely with people who are all committed to helping our clients 

-Flexibility and growth – You’ll be supported in growing your skills and advancing your career within a company that values initiative, creativity, and problem-solving.

✨What your day could look like:

– Client accounts management support: You’ll oversee client accounts and provide top-notch administrative support, ensuring that all service delivery runs smoothly.

-In-person events & group services: Be hands-on in coordinating and supporting the delivery of our in-person events and group services, contributing to memorable experiences for our clients.

– Financial management: Keep our accounts in check, supporting day-to-day financial operations and ensuring financial systems are running smoothly so that our CFO has less monthly headaches!

-Managing central record keeping: Ensure all central records are maintained accurately and are easy to access, while ensuring compliance and risk management.

-Appointment & scheduling: Coordinate appointments, ensure timely service delivery, and maintain a smooth calendar for clients and team members.

– Risk oversight & auditing: Help manage risk, oversee audits, and ensure we stay compliant with relevant regulations and policies.

– Office management: Oversee the day-to-day management of the office, including systems, processes, and supplies, ensuring a productive and efficient environment.

– Customer proposition & feedback: Gather and manage customer feedback, helping shape and improve our offerings while maintaining client satisfaction.

✨What we are looking for:

– A dynamic multi-tasker with a passion for process improvement and an eye for detail. You’re comfortable switching between administrative tasks, client care, financial management, and service delivery without missing a beat.

– Exceptional organisational skills – You can juggle multiple priorities at once, keeping everything in order and ensuring nothing falls through the cracks.

– Excellent communicator – Whether it’s with clients, the team, or stakeholders, you can clearly communicate and keep everyone aligned on priorities.

-Proven experience in office management and customer care – Ideally, you have a solid background in office administration, client relationship management, and service delivery in a fast-paced environment.

-A problem-solver who thrives in dynamic environments – You think on your feet, come up with creative solutions, and continuously look for ways to improve processes.

-A team player – You work well with others, always happy to lend a hand to ensure team success, but can also take the reins and work independently when needed.

– Proficient with systems and technology – You’re comfortable with digital tools and platforms to manage records, appointments, financials, and communications.

– A proactive and adaptable mindset – You’re flexible, enthusiastic, and open to learning new things as our company grows.

An important note: 

Even if you don’t tick every single box, but are kind, hardworking and have a passion for supporting a team and driving operational excellence, we’d love to hear from you!

How to Apply

Please forward your Resume and a short Cover Letter (in Word or PDF format) outlining your suitability for the position via the “Apply for This Job” button. OR Go one better, and instead of a cover letter – make us a video and send it to: [email protected]

We strongly value authenticity and care about who you are as a person. We’d love your cover letter and/or video to give us a real sense of who you are—not just what you’ve done. Tell us why this role excites you, what drives you, and why Optimally feels like home for you. 

Please address your letter/video to our CEO, Rajna Bogdanovic. Interviews will be held as applications are received. Only short-listed applicants will be contacted.