Office Coordinator

2 weeks ago

Auckland, Auckland, New Zealand ParkerBridge Full time


Position:Office Co-Ordinator

PositionDescription: Reporting to the Finance Manager

Renumeration: Salary$70K to $75K pa

40 hours per week Mon-Fri in office (office based, no WFH)

AbouttheNZIA

Te Kāhui Whaihanga the NewZealandInstituteof Architects,is a member organisatonrepresentingNew Zealand's architects, and large numbers of architecture students and graduates.

Altogether,theInstitutehas over 4,600members,organisedintoeightbranchesaroundthecountry.It advocates for the interestsof the architecture profession, and for the wider cause of architecture. The Institute is an Incorporated Society, governed by a Council (Board) and supported by anAuckland-basedofficewithresponsibilityforadvocacy,governmentandindustryrelations,practice support, professional development, communications, and event and programme management.

Overview

TheOffice Coordinator will be responsible for ensuring the smooth running of the office; delivery of administration services to the teams (internal and branch), meeting management including Board reporting and minutes; andsupport for finance as directed by the Finance Manager.

Dutiesand Responsibilities

  • Office Coordination – anything and everything relating to the smooth running of the office
  • Travel Bookings for all stakeholders including Staff, Board, Events
    • Flights, accommodation, cars, taxis
    • Liaising with our travel agent, using the on-line portal, providing timely & accurate detail to stakeholders
    • Ensuring compliance with all policies and procedures
    • Reporting as required
  • Board Reporting - assistthe Finance Manager & ChiefExecutiveincoordinationofallNZIABoardandBranchpapers including preparation, consolidation, publishing through our portals and liaising with Board members as required
  • Meeting Management- including Management and Board meetings, Branches – calendar management, catering, minute taking, set up and pack down
  • Finance support – cover for finance in periods of high demand/leave for invoice processing AP/AR or any other finance support duty as required
  • Events - assistwithmembereventsincludingsetup, delivery, ticketing, support to event teams
  • Executive secretarial support to Chief Executive,Finance Manager and Board as required
  • Performotherrelateddutiesofacomparablelevel/typeasassigned

What you can bring to this role

  • Proven experience in an Office Coordinator type role with professional presentation
  • Your exceptional organisation skills, with demonstrated attention to detail
  • Your pride in delivering quality work
  • Your self-starter attitude and a demonstrated ability to show initiative.
    • rapid ability to learn new systems, apply new skills
  • Your ability to communicate effectively & build relationships across a range of stakeholders
  • Your experience using Microsoft Office products.
    • Must be proficient with MS suite including 365, SharePoint, Teams, Word, Excel
    • Demonstrated excel skills including quality presentation with graphs / pivots / data analysis /formulas
    • The ability to deliver high quality presentation of documents is a key requirement
    • Adobe & working with PDF's
  • A sense of humour and the flexibility to adapt and evolve with the changing needs of the business and our people.
  • The attitude of rolling up your sleeves, no job is too big or too small, just do what needs to be done

What we can offer you

  • Great Team environment, high performing, fun, looking for someone to enhance our organisation
  • Rewarding role where you can develop your skills, add value and make a difference
  • Competitive salary and supportive environment
  • Modern Offices in the heart of Ponsonby with great views of the city


New Zealand Institute of Architects Incorporated



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