Project Administrator

Retirement Village Refurbishment and Maintenance Projects

Location: Flat Bush, Auckland
Employment type: Permanent
Hours: 32–37 hours per week
Pay rate: $35.00–$40.00 per hour, depending on skills and experience

About us

Asset Improvements and Maintenance is an Auckland-based building, maintenance and refurbishment company.

We provide tiling, waterproofing, building, refurbishment and general maintenance services for a range of clients, including retirement villages throughout Auckland.

We are looking for an organised and detail-focused Project Administrator to support the administration and coordination of our retirement village refurbishment and maintenance projects.

About the role

The Project Administrator will be responsible for administering projects from receipt of the client’s purchase order through to completion and invoicing.

The role involves reviewing project requirements, defining and recording scopes of work, maintaining project documentation, administering work orders and variations, coordinating contractors and suppliers, responding to project enquiries, monitoring costs and preparing project information for management and invoicing.

Each retirement village has different requirements, and the scope of work may vary depending on whether the project relates to a villa, apartment, serviced apartment, care centre or shared facility.

The successful applicant will need to understand these requirements, maintain accurate project records and ensure that changes, additional works, costs and other important project information are properly documented and communicated.

Key responsibilities

Responsibilities will include:

• Administering refurbishment and maintenance projects from purchase order through to completion and invoicing.
• Reviewing purchase orders, work requests, project information and supporting documentation.
• Confirming, defining and recording the scope of work required for each project.
• Developing, reviewing and administering changes and variations to project scopes, work orders and services.
• Maintaining project paperwork, correspondence, records, photographs, work orders and completion documentation.
• Responding to enquiries and assisting with the resolution of issues relating to projects, contractors, programmes, scopes and services.
• Liaising with property managers, refurbishment managers, contractors, suppliers and other client representatives.
• Coordinating contractors, suppliers, installation dates and project timeframes.
• Working with company management and the internal delivery team to ensure project requirements and objectives are met.
• Monitoring work carried out by contractors and reporting on progress, delays, variations and changes to work orders.
• Identifying matters requiring management attention and implementing management instructions and decisions.
• Entering and maintaining project scopes, dates, updates, costs and supporting information in Monday.com.
• Tracking additional works, variations, omissions and changes to approved scopes.
• Collecting and reviewing project data, including labour, materials, supplier costs, progress and project outcomes.
• Preparing project updates, cost summaries, completion information and reports for management.
• Preparing and checking information required for monthly invoicing.
• Ensuring completed works, variations and additional works are correctly recorded and included for invoicing.
• Entering materials, supplier invoices and job-related expenses against the correct projects.
• Assisting with project costing and monitoring project costs and margins.
• Maintaining project spreadsheets, trackers and administration systems.
• Supporting project-related health and safety documentation and record keeping.
• Assisting with the preparation and maintenance of project administration procedures, templates and internal processes.
• Providing related administrative support where required.

Skills and experience required

The successful applicant will have:

• Previous experience in administration, project coordination, logistics, scheduling or another role involving the coordination of people, information and deadlines.
• Strong organisational skills and the ability to manage multiple jobs or priorities at different stages.
• Experience maintaining accurate records, spreadsheets and supporting documentation.
• Strong written and verbal communication skills.
• Good attention to detail and a high level of accuracy.
• Confidence using Microsoft Office, Excel, Google Workspace or similar business systems.
• The ability to review job information, identify missing or conflicting details and follow up as required.
• Confidence communicating professionally with clients, contractors, suppliers and internal team members.
• The ability to follow established processes while adapting to changing requirements and priorities.
• A practical and solution-focused approach.
• The ability to work independently, take responsibility for assigned tasks and escalate issues when necessary.
• The ability and willingness to learn project-management and accounting systems, including Monday.com and Xero.

Must have 3 years of relevant work experience or a Level 5 Diploma or above in any field.

Previous experience in project administration, construction, property maintenance, refurbishment or another project-based service business would also be advantageous but is not essential, as training on our specific projects, systems and processes will be provided.

Personal attributes

We are looking for someone who is:

• Organised and reliable.
• Detail-focused.
• Clear and professional in their communication.
• Calm when managing competing priorities.
• Practical and proactive.
• Comfortable following up on outstanding information.
• Confident asking questions when information is unclear.
• Able to recognise when an issue needs to be escalated.
• Willing and able to learn new systems and processes.
• Capable of managing multiple projects and deadlines.

Hours and remuneration

This is a permanent position offering between 32 and 37 hours per week.

The hourly rate is between $35.00 and $40.00 per hour, depending on the successful applicant’s relevant skills and experience.

Normal working hours will be agreed with the successful applicant.

The role is primarily based at our Flat Bush office, with occasional attendance at retirement village sites across Auckland when required.