Office Manager

Job Details:

• Number of positions: 1
• Employment type: Permanent, full-time
• Proposed occupation: Office Manager - Supermarket
• Reports to: Store Manager / Store Owner-Director
• Primary functions: Administration, accounts support, payroll coordination, stock-control records and HR records
• Work location: Bay Of plenty
• Guaranteed hours: Minimum 30 and a maximum of 40 hours per week
• Remuneration: $35.00 to $45.00 per hour

Reason for employment

The supermarket requires a dedicated Office Manager because the scale and frequency of its administrative, payroll, accounts, stock-control and employment-record obligations cannot reasonably be absorbed by the Store Manager while that person is also responsible for overall trading performance and store operations. The role centralises essential back-office functions, improves record accuracy, supports timely payroll and supplier processing, and ensures that managers receive reliable information for operational and financial decisions.

The business plan specifically proposes digitising and simplifying administrative processes, introducing and customising payroll and accounting systems, transitioning to digital invoicing, training staff in data entry and financial analysis, and monitoring departmental revenue and expenses. The Office Manager will be responsible for implementing and maintaining these systems at store level.

Principal duties and responsibilities

• Plan, organise and oversee the supermarket's day-to-day office administration and establish consistent administrative procedures.
• Coordinate weekly or fortnightly payroll information, including timesheets, approved hours, leave records, allowances and payroll queries, and liaise with payroll providers or accountants.
• Maintain accurate employee files, employment agreements, onboarding records, training records, leave information, right-to-work documentation and other HR records.
• Prepare staff rosters or provide administrative support for roster preparation and maintain records of changes and approvals.
• Process, code and file supplier invoices, credit notes, statements and payment documentation and follow up discrepancies with suppliers.
• Maintain accounts-receivable and accounts-payable records and provide reconciled information to the owners, accountant or external bookkeeper.
• Assist with bank, till, EFTPOS, cash and supplier-statement reconciliations and investigate or escalate variances.
• Maintain stock-control and inventory records, support stocktakes and prepare reports on adjustments, waste, markdowns, stock discrepancies and shrinkage.
• Administer office systems including MYOB, Xero or equivalent software, payroll systems, electronic filing and management reporting tools.
• Prepare regular reports on wages, staffing, expenses, stock, sales administration and departmental performance for management review.
• Coordinate licences, registrations, service contracts, insurance records, maintenance records and correspondence with external providers.
• Manage incoming correspondence, filing, document control, office supplies, telephone and email enquiries and confidential records.

• Support recruitment administration, interview scheduling, reference checks, induction documentation and staff communications.
• Assist management with audits, compliance reviews and the collation of records for accountants, regulators, franchisor representatives and other authorised parties.
• Maintain confidentiality and ensure personal, payroll and commercial information is handled securely.

Minimum skills, qualifications and experience

• A New Zealand Diploma at Level 5 or above; OR at least two years of relevant work experience in a similar environment.
• Competence with spreadsheets, email, document management and accounting or payroll systems such as Xero, MYOB or equivalent.
• Strong attention to detail, organisational skills, numeracy and the ability to meet recurring deadlines.
• Ability to handle confidential employment, payroll and financial information appropriately.
• Clear written and verbal communication and the ability to work effectively with managers, employees, suppliers and external advisers.

This role is a genuine managerial and coordinating office position. It is not limited to routine data entry: the employee will organise office systems, control records, coordinate payroll and accounts processes, prepare management information and take responsibility for the reliability of the store's administrative function.

How the role fits within the organisation

The Office Manager reports directly to the Store Manager and owners and supports all departments. The role has functional responsibility for administration, accounts, payroll, stock-control records and HR records, while operational department managers remain responsible for frontline supervision and store trading.

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