Program Co-ordinator

**JOB TITLE** Bookings Manager/Accounts Payable

**Purpose of role**

The Bookings Manager/Accounts Payable will be responsible for managing the day-to-day operations of the company's bookings department. This person will be responsible for overseeing the reservations process for all outdoor education programs, ensuring that all bookings are processed accurately and in a timely manner. The Bookings Manager/Accounts Payable will also be responsible for managing the company's customer service function, ensuring that all customers receive prompt and efficient service.

The Bookings Manager/Accounts Payable will be responsible for providing financial and administrative support to the General Manager and the rest of the organization. The Bookings Manager/Accounts Payable will be responsible for maintaining accurate financial records, preparing financial reports, and supporting the budgeting and forecasting process. The role will also include support for the accounts payable, accounts receivable, and payroll functions.

Administrative duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organisation and communication. The role will be responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices, and procedures.

**Qualifications & Experience**
- Proven admin or Bookings Manager experience
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- Strong knowledge of accounting principles and financial management.
- Ability to work independently and as part of a team.
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Proficient in the use of Xero, bookings software (Venuelife) and Excel.
- Preferred minimum of 2 years of experience in bookings management and customer service in the outdoor education industry.

**Main Duties and Responsibilities**
- **Core Duties and Responsibilities**_
- To help ensure the smooth and successful running of all programs.
- Deliver the specified educational outcomes and create opportunities for transferable learnings for participants on client programs.
- Create and maintain a welcoming, inclusive, and safe environment for all clients.
- Develop and maintain effective professional relationships with the school staff members and other support staff (internal and external) while on programs.
- Be flexible and adaptable in program delivery, responding to situations as they arise in line with company policy and client expectations.
- Take reasonable care for own health and safety and the health and safety of other people who may be affected by your conduct.
- Participate in meetings, training and other health, safety and environmental activities, as required.
- Adhere to Optimum Experiences dress code.
- **Bookings Manager/Accounts Payable**_
- Manage the day-to-day operations of the company's bookings and accounts payable functions.
- Oversee the reservations and billing process, ensuring that all bookings are processed accurately and in a timely manner.
- Manage the company's accounts payable function, ensuring that all bills are paid on time and that all vendor relationships are maintained in good standing.
- Work closely with the general manager and other department managers to ensure that all financial transactions are recorded accurately and in compliance with company policies and procedures.
- Prepare and manage the company's budget and financial statements.
- Maintain accurate records of all financial transactions and prepare regular reports for management review.
- Provide excellent customer service to both internal and external customers.
- Answer and direct phone calls
- Preparing and issuing earnings statements.
- Organize and schedule appointments and meetings
- Maintain contact lists
- Produce and distribute correspondence memos, letters and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Order office supplies
- Book travel arrangements
- Submit and reconcile expense reports
- Prepare and monitor invoices
- Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities
- Maintain computer and manual filing systems
- Handle sensitive information in a confidential manner
- Coordinate office procedures
- Develop and update administrative systems to make them more efficient
- Resolve administrative problems
- Provide polite and professional communication
- Conduct data entry

The above list is not exhaustive and the role may change to meet the overall objectives of the company. Fulfil other duties as required by management and other department personnel as requested/required.

**Skills & Competencies**
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