Office Support Administrator

2 months ago

Auckland City, New Zealand Wildlands Full time

Auckland

**Office Support Administrator - Auckland**

Wildland Consultants
Auckland CBD, Auckland

Administrative Assistants (Administration & Office Support)

Full time

Location: Grey Lynn, Auckland

We are looking for a capable Office Support Administrator to undertake a variety of office tasks to support our Auckland operations, based in our Grey Lynn office. Reporting to the Administration Lead, you will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results.

**Responsibilities**:

- Reception duties
- Collating supplier invoices and staff expense claims for approval and entering into our business management software
- Setting up and onboarding new clients and projects, including preparation of service agreements
- Assisting with and updating project invoice trackers for our busy project managers
- Project proactive reporting from our business management software to project managers.
- Provide technical support to our project managers
- Raise purchase orders, match purchase orders with supplier invoices, and/or seek approvals for payment, for Accounts to arrange payment
- Record minutes from weekly staff meetings and update team’s weekly whereabouts
- Book travel reservations (including air, hotel, rental car, ferry)
- Coordinating the Auckland vehicle fleet (Registrations, WOFs, Road User Charges, Insurance Claims, Servicing and Repairs, Quarterly Inspections, etc)
- Document preparation, including intensive typing of scientific reports, data sets, and document formatting
- Data entry: agrichemical records, refuse and waste data, carbon neutral data, and some manual timesheet entry
- Monitoring and coordinating the procurement and distribution of Personal Protective Equipment (PPE)
- Raise purchase orders, match purchase orders with supplier invoices, and/or seek approvals for payment, for Accounts to arrange payment
- Maintaining files and keeping records up-to-date
- Resolve office-related issues and respond to requests
- Monitor level of general office supplies and handle shortages (e.g. bathroom/cleaning supplies, kitchen supplies, printing paper, etc)
- Coordinate with other departments to ensure compliance with established policies and procedures
- Maintain trusting relationships with suppliers, clients, and colleagues
- Run errands and undertake other related tasks as may be requested from time-to-time

We are looking for an organised and friendly office support administrator who is familiar with the above responsibilities. Your communication (written, verbal and listening) and organisational skills will be key to your success in this role. You will be resourceful and solution orientated to proactively support our diverse team with your effective customer service skills. You will have a can-do attitude, enjoy working with people and be a team player.

**What you need**:

- Proven experience in an office support role
- Strong organisational and time management skills
- Excellent written and verbal communication skills
- Problem-solving skills including the ability to Analytical abilities and aptitude in problem-solving
- Analytical abilities and aptitude in problem-solving
- Outstanding attention to detail
- Thorough understanding of office management procedures
- Proficiency in MS Office
- Exceptional Customer Service skills
- Experience with technology and software

If you have a genuine passion for providing quality administration office support, we are eager to hear from you.

Applicants for this position should have NZ residency or a valid NZ work visa.

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