Group Administrator

Join our fantastic client's team at the Viaduct, where your role as the welcoming face of their group is paramount. As the initial and final point of contact for our client, you'll play a pivotal role in ensuring they have an exceptional experience.

In return, they offer an unparalleled work environment, featuring a blend of uniqueness and a beautiful, brand new office space, along with a competitive salary package. Moreover, you'll become an integral part of their close-knit and friendly team.

If you crave diversity in your workweek, Monday through Friday, then this opportunity is tailor-made for you!

Visa holders welcome – send us your resume and cover letter today!


Responsibilities:

- Greet / welcome visitors and clients in a professional manner, ascertain their needs and direct them to the meeting room and advise the appropriate staff member
- Maintain reception and kitchen areas to a high standard
- Offer tea / coffee to principals of each VPL member and their clients and serve professionally
- Organise lunch for VPL Principals and client hosting, if required, and serve professionally
- Manage the booking system for the boardroom, meeting room and carparks.
- Ensure both meeting spaces are kept at a high standard and prompt clearing and resetting of rooms occurs after meetings have concluded
- Ensure all catering requirements for client meetings are organised, presented and served professionally, in a timely manner
- Manage incoming/outgoing mail and couriers including opening, date stamping, distribution
- Receive all calls on main office lines for all three business, along with diverted calls, as required: answer promptly and in a professional and articulate manner. Forward calls to the appropriate staff member and where necessary accurately take messages for prompt forwarding to staff
- Monitor staff movements so callers and other staff can be advised of their whereabouts and likely time they will return to the office
- Manage any filing requirements
- Manage Car Park allocation when required
- Ensure photocopier is always well-stocked with paper, toners, staples. Ensure photocopier touch screen and glass is cleaned with appropriate microfibre cloth
- Ensure stand-alone scanner is kept clean and in good working order
- Maintain stationery supplies and ordering as required
- Floor Management – including liaising with the building’s property managers, contractors, cleaners and service providers. Organising any necessary repairs or maintenance on floor. Organising holiday stops for services and subscriptions
- Accurately record time for each tenant activity and tenant matters in the MYOB AE Timesheets platform
- Maintain Office Manuals and Contact Lists, ensuring that data and how-to-guides are up to date and easy to follow
- Maintaining Health & Safety Risk folder and records

Knowledge and skills required:

- At least 2+ years in a similar administrative role, must have office based experience
- Good practical working knowledge of Office 365
- MYOB/Xero skills desirable – or any accounting software highly desirable
- Excellent interpersonal skills
- Excellent attitude and an extraordinary client service orientation
- Ability to use initiative and think ahead
- A genuine interest in helping people
- Excellent organisational and time management skills and ability to multi-task
- Professional demeanour and takes pride in personal presentation!

We are looking for a candidate that is wanting stability, a nice steady workflow -and happy to come into the office each day!

Applicants for this position should have NZ residency or a valid NZ work visa.