Guest Services & Administration Coordinator

Company Description

Ocean Dream Charters operates a luxurious 26-metre catamaran, offering exclusive remote wilderness cruises in the Kimberley for up to 12 guests. We pride ourselves on delivering exceptional service and unforgettable experiences in one of Australia's most breathtaking destinations.

Role Description

We are looking for a highly organised and detail-oriented Office Administrator to join our small, friendly team. This role is diverse, requiring a strong focus on customer service, administration, and guest liaison. You will be responsible for client invoicing, bookings, guest requests, and office coordination, working both independently and collaboratively to ensure smooth day-to-day operations.

This position offers flexibility and the opportunity to thrive in a positive, team-oriented environment. You'll collaborate closely with others and grow exponentially within our fun, fast-paced business.

What We Offer

• Free parking at O'Connor office near Fremantle
• Uniform provided
• Flexible working environment
• Small, supportive, and friendly team
• Career growth & Training

About You

• We are seeking a friendly and driven individual with:
• Strong attention to detail and excellent organisational skills
• Previous experience in administration, data entry, or accounting/invoicing (tourism/marketing experience highly desirable)
• Excellent communication skills, with confidence in guest liaison via phone and email
• High computer literacy, proficient in Microsoft Word, Excel, Gmail (HubSpot CRM experience is a plus)
• Minimum 5 years of guest service experience, ideally in tourism, travel, or the cruise industry
• Self-motivation and the ability to work independently while managing multiple tasks
• Ability to resolve issues efficiently and professionally
• Experience with CRM systems, database management, and accurate data entry
• Marketing and EDM skills (highly advantageous)
• Willingness to respond to emails or calls after hours/weekends when required

Key Responsibilities

• Manage cruise booking files, guest correspondence, and onboard logistics
• Oversee client invoicing, payment tracking, and account reconciliation
• Assist with processing onboard guest purchases and cruise charges
• Reconcile monthly office credit card and expense transactions
• Provide general administrative support across Sales, Marketing, HR, and Operations
• Assist with marketing initiatives, including EDMs, events, and content coordination
• Help coordinate travel arrangements and staff schedules as required
• Contribute to process improvements and internal systems organisation
• Support day-to-day office operations and maintain a well-organised workspace

How to ApplyIf this sounds like the perfect opportunity for you, we’d love to hear from you! Please submit your resume and a cover letter explaining why you’re the ideal candidate. Please include salary expectation.

📧 Apply Now: careers@oceandreamcharters.com.au

🌐 Learn More: www.oceandreamcharters.com.au

• Due to a high volume of applications, only shortlisted candidates will be contacted. Thank you for your interest in joining Ocean Dream Charters!