Group Administrator

2 weeks ago

Auckland City, New Zealand Madison Recruitment Full time

Our client is a private investment firm based in Auckland’s Viaduct Harbour. We are on the lookout for their permanent Group Administrator. This is a full-time role, Monday to Friday 0800-1700. The role has a varied workload, there is a mix of Office Management tasks, some front of house responsibilities (there is no reception desk) so you will be out the back with staff, some low-level accounts tasks and other varied things that keeps the role interesting.

The purpose of this role is to provide a professional first impression for visitors and clients that meet with tenants of this business, ensuring a positive experience and to support principals, management, and staff by providing a high level of clerical support. The members of this client comprise three businesses sharing the reception/kitchen facilities.
- Energy and enthusiasm
- Excellent time management
- Excellent communication and presentation skills
- A professional and articulate telephone manner
- Friendly and firm relationship building skills
- A continuous improvement focus
- A flexible and proactive approach
- Excellent organisational skills; and
- Competent working knowledge of computer information systems

**_Key Relationships:_**
This person maintains a key relationship with:

- Principals
- Practice Manager/EA
- Commercial Manager
- Clients; and
- Management and staff members.

**_General Duties (First Priority)_**
- Greet / welcome visitors and clients in a professional manner, ascertain their needs and direct them to the appropriate staff member
- Maintain reception area to a high standard
- Offer tea / coffee to principals of each VO member, clients and serve professionally
- Manage the booking system for both meeting room and boardroom. Ensuring both environments are kept at a high standard
- Ensure all catering requirements for client meetings are organised, presented and served professionally
- Assist with boardroom meeting technology - e.g., Zoom, Skype & conference calls.
- Manage Car Park allocation when required
- Ensure kitchen is kept clean and tidy, table and benches clean. Dishwasher filled, emptied and turned on when required
- Ensure all kitchen stocks (tea, coffee, milk, snacks etc) are maintained at all times.
- Maintain Water Cooler and ordering supplies when required
- Manage incoming/outgoing mail including opening, distribution and couriers
- Operate telephone system. Receive all calls promptly and in a professional and articulate manner. Forward calls to the appropriate staff member and where necessary accurately take messages for prompt forwarding to staff
- Monitor staff movements so callers and other staff can be advised of their whereabouts and likely time they will return to the office
- Manage Filing / Filing Systems - (electronic), hard copy (Lundia) and new file setup
- Ensure photocopier is well stocked at all times
- Maintain stationery supplies and ordering as required
- Floor Management - including liaising with building management, contractors, cleaners and service providers
- Accurately time record
- Maintaining Health & Safety Risk folder and records
- Representative as Fire Warden

**_Group Administration Tasks:_**
- Provide Clerical and Administrative support
- Archiving / File Storage management
- Typing Pool / Letters / Minutes
- Copying, binding and collating client documents and invoice batches
- Maintain accurate Time Recording and recording of Disbursement details
- Catering and Events
- Newspaper Receipt / Allocations
- Travel requirements (taxis/flights)
- Manage the ordering of supplies when required
- Tax Management System (E-Filing / Assessments / Statements)
- Companies Office Filings / Registered Office Management
- Xero accounts processing

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