APPLY: Admin Office Manager Queenstown

Job Purpose

The Office Manager – Administration ensures the smooth running of our branch office and contributes to driving sustainable and efficient growth in a pro-active manner.

Duties

  • General Reception duties
  • Administration tasks to ensure the efficient storage and retrieval of documentation – including the use of Abtrac and 12D Synergy software for job setup data entry
  • Use of Abtrac software for timesheet and invoicing – entry and management
  • Enhance and develop Abtrac functionality (such as invoice automation and project start-up and project management functions)
  • Debtor management
  • Maintain creditors list for the branch office (along with original invoices)
  • Liaising with Group Accounts Manager for invoicing and creditor data entry in Xero
  • Maintain petty cash and records
  • Banking, monthly reconciliations, and reporting
  • Fortnightly Pay schedules
  • Branch office meeting attendance, preparation of agenda, and keeping of minutes
  • Pro-actively assisting Principals, Office Managers and Practice Manager with Administrative tasks in relation to all company matters as directed (I.T, H&S, HR, Finance, Insurance, Marketing, Operations). This includes but is not limited to:
    – preparation of documents in applicable Microsoft applications (Word, Excel, PowerPoint, Outlook, etc.)
    – Monitoring office emails received to the Queenstown office email address and distributing appropriately
    – Arrange meetings and allocate times for the meeting room availability
    – Filing – digital or hardcopy versions
    – Maintaining complete, up-to-date, and correct registers, folders, and directories for all areas of business administration (including training, PPE, H&S checklists, branch assets, equipment, vehicle maintenance schedules etc.).
    – HR Inductions for new staff
  • Ensure all stationery is kept in stock and re-order as appropriate
  • Liaise with Photocopy company to ensure serviced and supplied regularly
  • Ensuring compliance with Health and Safety matters in all work-related activities plus guiding fellow workers in the same
  • Adhering to the PPLP Handbook principles, processes, procedures, and guidelines in all regards and in all aspects of work activities
  • Assisting in updating and preparing new procedures and guidelines for the improvement of efficiency, consistency, productivity, and safety within the group
  • Arrange for cleaners to visit regularly and stock cleaning and bathroom consumables
  • Ensure the kitchen is clean and stocked with refreshments and consumables orders (e.g., newspapers), daily
  • Other reasonable tasks as requested by management

Experience/Attributes/Qualifications

  • Ideally, a minimum of 5 years working in an office environment including in an office management role
  • A high degree of numeracy and literacy with demonstrated accuracy and attention to detail
  • A high degree of computer literacy including MS Office Word, Excel, Outlook, and PowerPoint
  • Experience with Abtrac time management and invoicing software is highly regarded
  • Ability to follow policy and procedures whilst identifying opportunities for improvements
  • Good interpersonal skills with an ability to build and maintain good relationships across age, gender, professional, and cultural differences
  • Friendly and ‘can-do’ nature
  • Flexible, organised, accommodating, and proactive
  • Ability to learn new systems, and develop, enhance and improve existing systems

Apply today

Apply with CV to graham.lindsay@ppgroup.co.nz

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