SECRETARY

We are looking for a full time and permanent role of secretary for our busy business based in Auckland. The job requires someone capable of managing a dynamic, high-pressure environment while ensuring smooth daily operations and exceptional services. You will be working from Monday to Friday between 9 AM to 6 PM with minimum of 30 hrs guarantee work and maximum of 40 Hours.

Job Responsibilities:

• Liaising with Director/Immigration Advisor and other staff members relating to the smooth operations of the business.
• Arrange meetings of the clients with the Director as per the schedule and priority basis.
• Take daily instructions from the Director about the office tasks and prepare appropriate notes.
• Researching and preparing reports, brief notes, memoranda, correspondence and other routine documents relating to business activities.
• To prepare the invoices and monitoring clerical functions.
• Familiar with basic knowledge of Microsoft Word/ Excel/ office
• Maintaining appointment dairies and making travel arrangements
• Screening telephone calls and general inquires.
• Taking and transcribing dictation of letters and other documents
• Meeting deadlines of the third-party contracts and reporting to the Director on the contract
• Greet visitors with respect and dignity
• Responsible for Administrative and organisational tasks that make the organisation function smoothly.
• Communicate with appropriate service organisation in case of faults in the machines/ devices of the business.
• Make proper file note on all communications on any information exchanged with clients.
• Ensure all equipment’s which include handheld devices, printers, mobile phones all other relevant equipment’s used in the company should be maintained properly.
• Responsible for inward and outward client emails and prioritize workloads.
• Keep file records of all the existing and past clients as per regulations of the company.
• Make notes in clients file about the paperwork and information required as per instructions.
• Keeping and maintaining the records and day to day client accounts.
• Ensure information of each client should be kept confidential.
• Prepare new client contracts / other relevant paperwork as per the instruction given by the Director
• Communicate with existing and prospective clients in an ethical and professional manner
• Organise all paperwork of the clients under client privacy.
• Communication with Immigration, New Zealand Educational providers, NZQA or any other organization as per instructions.
• Liaise with Immigration online helpline professionals for updates on client’s files and same information recorded and forward to the related client.
• Liaise with inward and outward courier service providers.
• Maintain records of all paperwork/ documents coming to and going from business.
• Organise induction and training programmes for new staff.
• Assist Director in recruitment and training of the employees.
• Appraising staff performance and taking disciplinary measures when required.
• Maintain the stability and reputation of the company by complying with legal requirements.
• Attending meetings and acting as secretary as required.
• To ensure the right allocation of workplace and equipment supply
• To ensure the compliance with occupational health and safety regulations.

Skills we are Looking For:

·        Have at least 2 years of work experience or should have at least Level 5 Diploma or higher qualification (subject area flexible)

• Accuracy & Attention to Detail: A meticulous approach to ensure every task is completed accurately and to the highest standard.
• Outstanding Time Management: Ability to juggle multiple priorities effectively, meet deadlines, and excel in a fast-paced environment.
• Self-Motivation & Independence: Someone who takes initiative, works efficiently with minimal supervision, and consistently delivers high-quality results.
• Usually work regular office hours, but may sometimes work longer hours, or evenings.

•           may work in stressful conditions if they support managers who are in high-pressure jobs.

•           Excellent Communication skills with customers and staff

•           Clean Character Background

Salary can be negotiated as per your proven experience level; it will range from $28 per hour to $38per hour.

If you think you would be a great fit for company, please respond with a cover letter and detailed CV. We will supply you with uniform and a fully maintained company vehicle to perform the job.