Office Assistant at Kukoo Kunuku

As a part-time Office Assistant at Kukoo Kunuku, you'll be an essential part of our team, ensuring the smooth operation of our day-to-day administrative tasks. From customer service to clerical support, your role helps keep our team organized, efficient, and focused on delivering unforgettable experiences to our guests.

Key Responsibilities

Visitor Reception

• Welcome all visitors in a friendly and professional manner.

• Address their questions or direct them to the appropriate department as needed via Teams or telephone.

• Ensure visitors do not enter the office area unescorted.

• Handle printing and copying requests when possible. If you don’t have access to the requested material, inform the visitor they can return the next day and coordinate with the appropriate department to have it ready.
  

Phone Call Handling

• Answer all incoming calls promptly (within 3 rings).

• Manage reservations and respond to general inquiries directly.

• Minimize call forwarding by handling as many questions as possible yourself.

• If a call must be returned, take the caller’s number and ensure follow-up.

• Maintain a friendly, courteous, and professional tone at all times.
  

Responding to Messages

• Monitor and respond to incoming emails, WhatsApp, iMessage, and Viator messages.

• Reply to general inquiries or forward them to the appropriate colleague.

• Maintain professional and courteous communication at all times.
  

Daily Pick-Up List (DPL) Management

• Create the DPL each afternoon for the following day’s tours.

• Update the DPL each morning with any new bookings or cancellations.

• Ensure the DPL is efficient and well-organized to support smooth pick-up routes for drivers.

• Training on hotel and Airbnb locations will be provided.
  

Guest Pick-Up Communication

• Notify guests of their pick-up time and location using the following steps:

  1. Call the guest directly.

  2. Send an email with pick-up details.

  3. If no response, message via iMessage or WhatsApp.

  4. Call the concierge who made the booking.

  5. Call the hotel and ask to be connected to the guest’s room.

• Steps 1 and 2 must always be completed to avoid miscommunication and potential refunds.

• Ensure all guests confirm their pick-up details.
  

Office Maintenance

• Keep the office space tidy and organized.

• Ensure dishes are cleaned and stored, and the refrigerator is stocked.

• Clean the coffee machine and related items twice a week (Tuesdays and Fridays).

• Before leaving, turn off the air conditioning, lights, and check for any remaining clutter.
  

Gift Certificate Sales

• Process all gift certificate requests via phone, email, or in-person.

• Forward invoice requests to the accounting department.
  

Inventory and Supplies

• Assist with monthly inventory.

• Monitor and restock office supplies, drinks, and coffee daily.
  

Ticket Seller Reservations & Commissions

• Manage reservations from ticket sellers.

• Track and update commission records in Excel.

• Notify ticket sellers when their commission is ready for pickup.
  

Qualifications

• High school diploma or equivalent (Associate degree or higher is a plus)

• Previous experience in administration or customer service preferred

• Strong organizational skills and attention to detail

• Excellent written and verbal communication in English (Spanish or Papiamento is a plus)

• Proficiency with Microsoft Office and basic computer skills

• Friendly, proactive attitude with the ability to work in a fast-paced environment

• Availability to work weekends, holidays, and during peak tourist seasons

If you’re organized, service-minded, and excited to play a key role in a fun and fast-paced environment, we’d love to hear from you! Join the Kukoo Kunuku team and help us deliver unforgettable experiences to visitors from around the world. Apply today by sending your CV and motivation letter to wouter@kukookunuku.com. Let’s make every ride a celebration!