Accounts Administrator and Receptionist

ASC Architects; Auckland; On-site; NZD 50,000 - 65,000; Full time

Job summary

ASC Architects in Auckland, New Zealand, is seeking an Accounts Administrator and Receptionist to provide a professional, welcoming first point of contact for clients and visitors. The role blends reception management with accounts support and broad office administration to ensure smooth daily operations.

You will handle invoices, maintain financial records, and assist with purchasing, filing, and documentation tasks, while delivering excellent customer service and coordinating meetings and

Qualifications

• Experience in reception, office administration, or accounts administration.
• Excellent written and verbal communication skills.
• Strong organisational and time management skills.
• High level of accuracy and attention to detail.
• Ability to manage multiple tasks and prioritise deadlines.

Responsibilities

• Welcome clients, visitors, and contractors in a friendly and professional manner.
• Answer incoming telephone calls promptly and direct them to appropriate staff.
• Maintain a tidy, organised reception area.
• Handle incoming/outgoing mail, courier deliveries, and packages.
• Book meeting rooms and prepare for meetings as required.
• Process customer invoices accurately and maintain financial records.
• Assist with purchase orders and expense reconciliation.
• Maintain office records, filing systems, and databases.
• Prepare and format documents, reports, correspondence, and presentations.
• Coordinate office, kitchen, and stationery supplies, ensuring adequate stock levels.

Skills

Communication

Organisation

Time management

Attention to detail

Multi-tasking

Customer service

Tools

MS Office

Xero

WorkflowMax

Excel

Outlook

Job description

The Accounts Administrator and Receptionist is responsible for providing a professional and welcoming first point of contact for clients, visitors, and callers while delivering efficient administrative and accounts support to the team. The role contributes to the smooth day-to-day operation of the office, including managing reception, processing customer invoices, maintaining accurate financial records, and assisting with a wide range of office administration tasks.

Key responsibilities

• Welcome clients, visitors, and contractors in a friendly and professional manner
• Answer incoming telephone calls promptly and direct them to the appropriate staff members
• Maintain a tidy, organised, and presentable reception area
• Handle incoming and outgoing mail, courier deliveries, and packages
• Book meeting rooms and ensure they are prepared for meetings as required
• Process customer invoices accurately and maintain accurate financial records
• Assist with purchase orders and expense reconciliation
• Maintain office records, filing systems, and databases
• Prepare and format documents, reports, correspondence, and presentations
• Coordinate office, kitchen, and stationery supplies, ensuring adequate stock levels are maintained

About you

• Previous experience in reception, office administration, accounts administration, or a similar role
• Excellent written and verbal communication skills
• Strong organisational and time management skills
• High level of accuracy and attention to detail
• Ability to manage multiple tasks and prioritise competing deadlines
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams
• Experience with accounting and business management software, such as WorkflowMax and Xero, is preferred
• Friendly, professional, and approachable
• Reliable and punctual
• Strong interpersonal and customer service skills