Operations and Admin Assistant - Work from Home

As an Operations and Admin Assistant at Twoconnect, your primary responsibilities include managing incoming booking inquiries, issuing quotes for charters and events, overseeing client communications, and coordinating various aspects of event planning. This role involves using Google Calendar to manage bookings, handling invoicing through Xero, and ensuring that all details are confirmed with clients. Additionally, you will coordinate with boat owners to manage availability, maintain customer service throughout the booking process, assist with payment processes, and perform general office administration tasks.

For the Operations and Admin Assistant role at Twoconnect, a Bachelor’s degree in Business Administration, Event Management, Hospitality, or a related field is preferred. The ideal candidate should have a minimum of 3 to 5 years of experience in operations or administrative roles, with a background as an Executive Assistant or in a high-level administrative capacity. Strong customer service skills, proficiency in Google Suite (Docs, Sheets, Calendar) and Microsoft Excel, along with excellent written and verbal communication abilities, are also necessary for success in this position.

Twoconnect values the well-being and professional growth of its Operations and Admin Assistants by offering various support structures. Employees enjoy the flexibility of working from home, receive HMO benefits, and participate in government-mandated programs. The company also emphasizes work-life balance and provides training and development programs, along with engaging employee activities like company outings and wellness sessions, fostering a fun and supportive culture.

In the Operations and Admin Assistant role at Twoconnect, you will utilize various tools that are essential for effective task management. Proficiency in Google Suite, including Docs, Sheets, and Calendar, is crucial for managing communications and bookings. You will also work with Xero for invoicing and payments. Familiarity with Excel is beneficial for tracking operations, and training will be provided to help you get the most out of our website and online systems.

To excel as an Operations and Admin Assistant at Twoconnect, you need strong organizational and time management skills to manage multiple tasks efficiently in a fast-paced environment. Excellent written and verbal communication skills are essential for effective client interactions, along with strong customer service abilities. Attention to detail is critical, especially when confirming bookings and handling documentation. A basic understanding of event planning or travel coordination will also be an advantage in this diverse role.

In answering this question, showcase your organizational skills. Describe how you assess urgency and importance, perhaps through maintaining a task list or using digital tools to track deadlines. Discuss a specific time when you successfully managed competing priorities to illustrate your point.

Highlight your previous experiences in managing client relationships. Discuss how you ensure clear, timely responses and how you handle difficult situations with professionalism. Providing an example of a challenging client interaction can underscore your ability to maintain strong relations.

Discuss concrete strategies such as the use of calendars, task management apps, or setting personal deadlines. Offer examples of how these strategies have enabled you to successfully juggle multiple tasks or projects at once.

Share your level of experience with Xero, explaining any past responsibilities related to invoicing or accounting tasks. If you are not well-versed, express your eagerness to learn and any relevant skills or software you've used that would ease the learning curve.

Use the STAR method to frame your response: explain the Situation, Task, Action, and Result. Outline how you ensured clear communication among stakeholders to achieve a successful outcome, showcasing your coordination and people management skills.

Here, you should mention qualities like organization, communication, attention to detail, and adaptability. Discuss how these traits contribute to supporting the team and enhancing customer satisfaction, and provide examples of how you've demonstrated them in past roles.

Emphasize the importance of remaining calm and flexible. Describe your process for confirming details with the client and effectively communicating necessary adjustments to other stakeholders while ensuring everything is still handled smoothly.

Discuss your method for double-checking details, such as creating checklists or using software tools for tracking. Share an experience where your attention to detail prevented a potential error from occurring.

Express genuine enthusiasm for the opportunity to join Twoconnect. Highlight specific aspects of the role that align with your skills and interests, such as the focus on customer service or the dynamic nature of coordinating events.

Use a particular experience to outline how you identified a process that needed improvement, the steps you took to refine it, and the positive impact it had on team efficiency or client satisfaction.