Office Manager

You will organise and oversee office activities, maintain effective administrative procedures and ensure that staff and service providers have the information and resources needed to support our clients.

This role combines practical administration with responsibility for coordinating people, maintaining standards and improving office processes.

Key Responsibilities

Office operations and procedures
• Plan, organise and oversee daily office administration and administrative priorities.  
• Develop and maintain procedures for client onboarding, correspondence, document handling and service coordination.  
• Allocate administrative tasks, monitor completion and resolve workflow issues.  
• Maintain office resources, equipment, software subscriptions and supplies within approved budgets.

Staff and overseas provider coordination
• Coordinate administrative staff workloads, schedules, leave coverage and task handovers.  
• Support staff induction and training in office procedures and business systems.  
• Monitor administrative work quality, provide feedback and escalate staffing matters to the Director.  
• Coordinate information and documentation between New Zealand clients, employees and overseas service providers.

Client and contract administration
• Organise client meetings, prepare agendas and record agreed actions.  
• Maintain client files, service agreements, quotations and other business documents.  
• Track service requests and outstanding actions, coordinating responses with the appropriate staff or provider. 
• Handle administrative enquiries and escalate service or contractual issues when required.

Financial administration and purchasing
• Coordinate invoicing, purchase documentation, supplier records and payment follow-ups.  
• Check supporting documents and maintain accurate records for the external accountant.  
• Monitor office expenditure against approved budgets and report discrepancies.  
• Coordinate timesheet and leave information for payroll processing.

Business systems and reporting
• Maintain accurate CRM records, shared calendars, electronic files and administrative databases.  
• Prepare regular reports on workloads, outstanding tasks, expenditure and administrative performance.  
• Identify and implement practical improvements to record keeping and office workflows.  
• Coordinate with IT support providers to resolve office system issues.

Workplace standards
• Maintain confidential employee, client and commercial records securely.  
• Support workplace health and safety procedures and maintain relevant administrative records.  
• Ensure office procedures reflect company policies and applicable New Zealand requirements.

The Ideal Candidate

• A relevant tertiary qualification in business administration, management, commerce, information systems or a related field, together with relevant practical administration or coordination experience  OR at least three years of relevant experience in office administration, business support or operations coordination, including responsibility for organising work and coordinating people.
• Strong organisational skills and the ability to manage competing priorities.  
• Experience maintaining business documents, reports and accurate records.  
• Confidence coordinating staff, suppliers and client communications.  
• Proficiency in Microsoft 365 or Google Workspace, spreadsheets and CRM systems.  
• Clear written and spoken communication skills.  
• Sound judgement when handling confidential information and operational problems.
• Experience working with overseas service providers, outsourced services or business support teams would be an advantage.

Salary: NZD $35–$45 per hour, depending on skills, qualifications, and experience.

What We Offer

• Permanent, full-time employment.
• An opportunity to join a growing New Zealand e-commerce business.
• A professional and supportive working environment.
• Opportunities to contribute to and improve customer service operations.