Operations & Office Administration Extraordinaire
St Heliers, Full Time, Admin/Office
Please Quote Reference Number 18858
  • Sit at the heart of our day-to-day operations
  • Varied work and genuine responsibility
  • Keep Property Assistant NZ running like clock-work

    • Are you the person who keeps everything organised, makes sure nothing slips through the cracks and always finds a better way of doing things?

    Property Assistant NZ is looking for an Operations & Office Administration Extraordinaire to become a key part of our growing business.

    This isn't a role for someone who waits for the next task. We're looking for a proactive, organised and tech-savvy operator who takes ownership and gets satisfaction from making a business run smoothly.

    The Opportunity

    Based in St Heliers, you'll sit at the heart of our day-to-day operations, working closely with the Managing Director and our on-the-tools team to keep jobs moving from acceptance and scheduling through to completion and invoicing.
    Your initial focus will be mastering the operational and administrative engine room, with genuine scope to take on more responsibility as the business grows.

    What You'll Be Doing:
    • Coordinating daily scheduling and keeping jobs moving
    • Managing job flow through Fergus, including quotes, notes, photos, documentation and job status
    • Supporting the preparation and sending of customer quotes
    • Following jobs from acceptance through to completion and invoicing
    • Managing customer communication, enquiries and scheduling updates
    • Managing accounts payable/receivable and financial administration through Xero
    • Processing and checking client and supplier invoices
    • Maintaining accurate records and supporting Health & Safety administration
    • Liaising with suppliers, contractors and our wider team
    • Providing operational reporting to the Managing Director
    • Identifying inefficiencies and improving systems and processes
    • Supporting the Managing Director with operational priorities and follow-up
    There may also be opportunities to identify sensible upsell or cross-sell opportunities. We're not looking for a salesperson - just someone commercially aware who can recognise solutions that benefit our customers.

    Who We're Looking For

    You'll be exceptionally organised, confident juggling multiple priorities and comfortable taking ownership without needing to be constantly directed.

    You'll communicate well with customers, suppliers and tradespeople, have strong attention to detail and follow things through to completion. You'll also be confident learning new technology, making sensible decisions and asking, "How could we do this better?"

    Most importantly, you'll want to become a trusted right-hand person within the operation.

    Ideally, You'll Bring:
    • Experience in operations, office coordination, project administration or senior administration
    • Experience within trades, construction, property maintenance or a service-based business
    • Job management or scheduling software experience - Fergus would be a bonus
    • Xero experience, including AP, AR and invoicing
    • Strong Microsoft Office / 365 skills
    • Experience coordinating field-based teams or tradespeople
    • Confidence dealing directly with customers and competing priorities
    Whether you're coming from a larger corporate wanting more influence, or a smaller trades business ready for your next step, attitude, ownership and capability matter most.

    Why Property Assistant NZ?

    You won't be just another number. You'll work closely with the Managing Director, have visibility across the whole operation and be encouraged to contribute ideas.

    We offer competitive remuneration, varied work, genuine responsibility, a supportive team environment and the opportunity to improve systems rather than simply inherit them.

    For the right person, there's also a clear pathway to grow with the business, take more off the Managing Director's plate and step into greater operational responsibility.

    Sound Like You?

    If you naturally see how things could be better organised, communicated and managed, we'd love to hear from you.
    Apply now and tell us why you're the person who can help keep Property Assistant NZ running like clockwork.


    Please Quote Reference Number 18858

    Please Complete the Details in our Form Below

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    Complete this Additional Questionnaire:

    (Q1) Which of the following statements best describes your right to work in New Zealand?

    (Q2) What drivers licence do you hold?

    (Q3) How many years experience do you have in operations, office coordination, project administration or senior administration?

    (Q4) Do you have experience within trades, construction, property maintenance or a service-based business?

    (Q5) Do you have Xero experience, including AP, AR and invoicing?



    (Q6) What is your hourly rate expectation?

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