Administration Assistant

Horizon Energy Group; New Zealand; On-site; NZD 42,000 - 60,000; Full time

Benefits offered by this job

Career development

Wellbeing support

Birthday leave

Discounts

Job summary

Horizon Energy Group is seeking an administrative professional for a site-specific role based at Victoria University of Wellington's Kelburn Campus, supporting the Trade Services Contract. You will perform daily admin tasks, process purchase orders and invoicing, and update systems to reflect job outcomes and asset data.

Working hours are 7:30am–4:30pm Monday to Thursday and 7:30am–4:00pm Friday, totaling 42 hours per week, with responsibilities spanning coordination with technicians, contract

Qualifications

• Experience providing administrative support in field services or facilities management.
• Demonstrated data entry speed with accuracy and timely data handling.
• Ability to communicate clearly with technicians, coordinators and clients.
• Capable of balancing multiple tasks in a busy service environment.
• Commitment to safe work practices and H&S procedures.

Responsibilities

• Provide daily administrative support including job creation, updates, purchase orders and invoicing.
• Log, allocate and follow up maintenance calls to ensure timely workflow.
• Update Pronto, Pulse and portals with job outcomes and asset data.
• Coordinate workloads, collect timesheets and ensure complete job information.
• Assist with coding, data entry, PO follow-ups and creditor processing.
• Respond promptly to calls and emails and maintain client relationships.
• Follow H&S procedures and support audits and safe work practices.

Skills

Administrative experience

Data entry accuracy

Attention to detail

Clear communication

Multitasking

Teamwork

Safety awareness

Tools

Pronto

Pulse

Customer portals

Job description

Jora New Zealand will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Horizon Energy Group – Wellington Central, North Island

Aquaheat Facility Services specialise in comprehensive facility maintenance solutions across New Zealand. Our dedicated team ensures that essential hard services including HVAC, boiler, refrigeration, electrical, plumbing, and carpentry operate seamlessly in commercial, industrial, and infrastructure settings. With over 70 years of experience, we pride ourselves on delivering reliable, high-quality maintenance, capital replacement, asset management and building compliance services that keep buildings safe, efficient, and comfortable. Aquaheat Facility Services is proud to be a member of the Horizon Energy Group of companies.

About the role:

This is a site‑specific position based at Victoria University of Wellington's Kelburn Campus, supporting the Trade Services Contract.

• Providing daily administrative support including job creation, updates, purchase orders and invoicing
• Working Monday to Thursday 7:30am–4:30pm and Friday 7:30am–4:00pm, a total of 42 hours per week supporting technicians, coordinators and the contract management team
• Logging, allocating and following up reactive and planned maintenance calls to ensure timely workflow
• Updating Pronto, Pulse and customer portals with job outcomes, remedial actions, asset data and documentation
• Coordinating workloads, collecting timesheets, reviewing service dockets and ensuring all job information is complete
• Assisting with coding, data entry, PO follow‑ups and creditor processing to support timely invoicing
• Responding promptly to calls and emails and maintaining positive client relationships
• Following H&S procedures, reporting hazards and supporting audits and safe work practices

About you:

• Bring administration experience ideally within trade services, facilities management or a similar operational environment
• Work with fast and accurate data entry, strong attention to detail and confidence managing multiple tasks
• Communicate clearly with technicians, coordinators, managers and clients across phone, email and system platforms
• Prioritise workload, manage deadlines and organise tasks in a busy service‑based environment
• Work collaboratively, offer assistance to colleagues and contribute positively to team culture
• Make timely decisions, elevate issues appropriately and support smooth service delivery
• Adapt to changing demands, unexpected events and shifting priorities while maintaining quality
• Understand health and safety requirements and support safe work practices across the contract

What's in it for you?

At Horizon Energy Group, you'll enjoy:

• Career development: ongoing training, upskilling and pathways across the wider Group
• Wellbeing support: health checks, flu jabs, EAP, and life & critical illness insurance
• Extra leave: enjoy a paid day off on your birthday
• Perks & discounts: access to a wide range of corporate discounts
• Join a trusted NZ company with 70+ years of industry experience
• Supportive team culture: work with people who value safety, teamwork and doing the job right

Our SWITCH Values:

We're after someone who brings real energy to our SWITCH values:

• Sustainability – Making smart decisions for our future.
• Winning – Taking ownership and delivering results.
• Innovation – Finding better ways to get the job done.
• Trust – Building strong relationships through honesty and integrity.
• Customer Focus – Delivering exceptional service every day.
• Health & Safety – Putting safety first, always.

Applicants must be legally entitled to work in New Zealand.

Our workplaces are drug and alcohol free - all successful applicants will be required to undertake a pre-employment medical.