Personal Assistant

1 week ago

Manukau, Auckland, New Zealand Edusmart Limited Full time

Job description:

We're on the lookout for a dedicated personal assistant.

Key Responsibilities:

  • Support the Director and cleaning teams each day to keep business operations running smoothly. Take charge of scheduling, admin tasks, and day-to-day communication across the team.
  • Explore and compare new cleaning techniques, products, and suppliers. Summarise findings in short reports that highlight savings, efficiency gains, and quality improvements.
  • Organise and maintain all company documentation — from client contracts and service agreements to H&S records and employee information — in secure, clearly structured digital folders (with physical copies when needed).
  • Participate in internal and external meetings, site visits, and supplier discussions. Record key points and action items, and follow up to make sure everything is completed on time.
  • Coordinate the Director's appointments and workload by arranging meetings, site inspections, and team catch-ups so priorities stay on track.
  • Handle travel bookings and accommodation arrangements when required.
  • Manage incoming correspondence — emails, online job requests, and invoices — ensuring documents are correctly filed in the cloud system and passed to the right person promptly.
  • Respond to client and supplier queries by phone or email, resolving simple matters directly and referring urgent issues to the Director.
  • Write and update professional documents, including emails, service proposals, short reports, and contract updates, using shared online platforms to keep communication consistent and well-presented.
  • Build and maintain positive relationships with key clients and suppliers, acting as the go-to contact for general enquiries, bookings, and feedback to ensure professional, timely responses

Requirements:

  • At least NZQF Diploma (level 4) or equivalent or higher , OR, at least two years of relevant experience. (either one)
  • Proven ability to organise calendars, meetings, and cloud-based records in a small-business or service-industry setting.
  • Strong written and verbal communication skills for liaising with clients, suppliers, and cleaning staff.
  • Solid working knowledge of Google Workspace or Microsoft 365—including email, shared drives, calendars, and basic spreadsheets.
  • Experience preparing concise reports, meeting minutes, and cost comparisons to support management decisions.
  • Understanding of confidentiality and privacy requirements when handling contracts, staff files, and client records.
  • Confident in researching suppliers, comparing prices, and negotiating basic terms for products or services.
  • Comfortable directing casual office or admin support staff to keep routine tasks on schedule.
  • Familiarity with health-and-safety documentation and safe work practices within the cleaning or facilities-management industry is an advantage.

Job Types: Full-time, Permanent

Pay: $31.00 – $35.00 per hour

Expected hours: 30 – 60 per week

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