Office Administrator

4 weeks ago

Nelson, New Zealand Arc Elevators Ltd Full time

About Us:
Arc Elevators is a leading provider of bespoke lift solutions, renowned for delivering quality and exceptional customer service. As our business continues to expand, we are looking for a highly organised, customer service-oriented Office Administrator to join our team. This role is ideal for someone who enjoys variety, thrives in a dynamic environment, and can manage multiple responsibilities with ease. If you're proactive, detail-focused, and ready to make an impact, we'd love to meet you
Key Responsibilities:

Office Operations and Administration

Manage Office Supplies: Keep office essentials stocked (e.g., stationery, equipment) and order as required.
Office Equipment Maintenance: Ensure all office equipment is functioning correctly, and arrange repairs or replacements when needed.
Space Management: Organise the office layout, set up workstations, and maintain office cleanliness.
Vendor Management: Coordinate with suppliers and service providers, ensuring all service contracts (cleaning, IT support, etc.) are fulfilled.
SIM Card Management: Order and cancel SIM cards, maintaining a detailed log of allocations and usage.
Portals Management: Keep online portals updated, respond to queries, and upload quotes and purchase orders accurately.

Customer and Client Relations

Client Coordination: Act as the primary contact for client enquiries, resolving straightforward issues directly where possible.
Customer Service: Answer customer queries, monitor the info inbox, and manage incoming phone calls, always maintaining a customer-friendly approach.

Staff Support and HR Duties

Onboarding and Offboarding: Assist with new employee onboarding, workstation set-up, and manage new starter and leaver paperwork.
Employee Welfare: Foster a positive workplace environment, leading by example with a friendly and "can-do" approach, and organise social and wellness activities.
Payroll Support: Collaborate with accounts to ensure timely and accurate payroll submissions, including timesheets.

Financial and Budget Management

Purchase Orders (POs): Follow up on purchase orders for prompt processing, approvals, and upload them to relevant portals.

Health and Safety Compliance

Safety Standards Maintenance: Conduct weekly fire alarm checks, maintain PPE and first aid supplies, and ensure fire safety compliance.
General Office Safety: Maintain a clean and safe environment in all office and kitchen areas.

Communication and Coordination

Internal Communication: Act as the main point of contact for staff, relaying essential information from management.
Mail and Correspondence Management: Handle all incoming/outgoing post and emails, directing communications to the appropriate personnel.
Visitor Management: Welcome visitors, ensuring proper sign-in procedures and maintaining security protocols.

IT Coordination

Basic IT Troubleshooting: Address minor IT issues and liaise with Holker for complex support needs.
Software and Hardware Management: Ensure staff have required software access and equipment, tracking licences and managing device inventory.

Event and Travel Coordination

Office Events: Plan and organise office social events and team-building activities.
Travel Arrangements: Coordinate travel bookings, including flights, accommodation, and transportation for staff work trips.

Document Management

Filing Systems: Maintain organised physical and digital filing systems.
Monthly Audits: Conduct audits on job sheets, purchase orders, and departmental KPIs to ensure compliance.

Waste Management and Logistics

Skip Logistics: Coordinate skip delivery and collection for waste, and maintain records in line with ISO9001 standards.

Qualifications and Personal Attributes:

Proven experience in office administration or a similar role.
Strong organisational and multitasking skills with an eye for detail.
Excellent written and verbal communication skills.
Familiarity with office equipment and basic IT troubleshooting.
Knowledge of health and safety regulations.
Customer Service Focused: Friendly, approachable, and confident in managing client interactions.
Personable and Calm Under Pressure: Able to remain composed in high-stress situations and maintain a positive, solution-oriented approach.
A positive attitude with a "can-do" mindset, fostering a collaborative work environment.

Job Type: Full-time, 40 hours per week. Monday - Friday: 08:00 until 16:30 with an unpaid 30 minute lunch break.
Company Benefits:

Company Events: Immerse yourself in our vibrant and inclusive workplace culture through exciting company-sponsored events, fostering team spirit and camaraderie.
Company Pension: Secure your future with our comprehensive company pension plan, offering peace of mind and financial stability.
32 Days Annual Leave: Enjoy an impressive 32 days of annual leave, with increases based on your dedicated service to the company, ensuring a healthy work-life balance.
Full company Sick Pay from Day 1: Prioritise your well-being with our company sick pay policy, providing support during unforeseen circumstances.
Generous Bonus Scheme: Elevate your success with our generous bonus scheme, recognising and rewarding your hard work and dedication.
Retirement Package: Plan for your golden years with our robust retirement package, ensuring a comfortable and fulfilling life post-career.
Paid Leave Entitlements: Experience the freedom of paid leave entitlements, allowing you to rejuvenate and recharge whenever needed.

Additional Pay:

Loyalty bonus
Performance bonus
Quarterly bonus
Yearly bonus

Schedule:

8 hour shift
Day shift
Monday to Friday

Experience:

Office: 2 years (required)
Customer service: 2 years (required)

Language:

English (required)

Licence/Certification:

Driving Licence (required)

Work Location: In person
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