Administration & Scheduling Assistant

Drake International; Riverhead; On-site; NZD 48,000 - 64,000; Full time

Job summary

Drake International in Riverhead, North Island is seeking an Administration & Scheduling Assistant to join on a 12-month fixed-term contract providing maternity leave cover. This role supports day-to-day administration, scheduling, and customer service within a busy service-based business.

Working in a job-share arrangement, you'll coordinate scheduling with technicians and customers, manage records in Simpro, handle invoicing and quotes, and ensure smooth office operations.

Qualifications

• Highly organised and dependable.
• Friendly and confident when dealing with customers and colleagues.
• Strong communicator, both written and verbal.
• Comfortable using computer systems and learning new software.
• Accurate with excellent attention to detail.
• Able to manage multiple priorities in a fast-paced environment.
• Calm under pressure and solution-focused.
• Positive, professional, and team-oriented.

Responsibilities

• Customer Service: Handle incoming calls/emails, respond to inquiries, book and confirm service appointments, communicate updates, and provide a friendly experience.
• Scheduling & Coordination: Assist with scheduling technicians, manage job allocations in the scheduling system, liaise with technicians, and prioritise urgent jobs.
• Administration Support: Maintain customer and job records, follow up on notes/photos/docs, assist with invoicing/quotes/POs, and support data entry in all systems.
• General Office Administration: Filing, correspondence, supplier invoices, insurance/compliance tasks, monitor supplies, and support the wider team.
• Team Collaboration: Work in a job-share arrangement, maintain handover notes, communicate urgent matters, and uphold a positive team culture.

Skills

Organised

Customer service

Communication

Multitasking

Attention to detail

Teamwork

Tools

Simpro

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.

Drake International – Riverhead, North Island

Administration & Scheduling Assistant

Fixed-Term (12 Months) | Maternity Leave Cover

Are you an organised, customer-focused administrator who enjoys being the hub of a busy team? We're looking for a friendly and reliable Administration & Scheduling Assistant to join a growing service-based business on a 12-month fixed-term contract providing maternity leave cover.

Working as part of a job-share arrangement, you'll support the day-to-day administration, scheduling, and customer service functions of the business, helping ensure technicians, customers, and office operations run smoothly.

About the Role

This varied role combines customer service, scheduling coordination, and administration support. You'll work closely with the Customer Service, Scheduling & Administrative Coordinator to provide seamless coverage across the business and deliver an exceptional customer experience.

Key Responsibilities

Customer Service

• Answer incoming customer calls and emails professionally.
• Respond to customer enquiries and direct requests appropriately.
• Book and confirm service appointments.
• Communicate appointment updates and scheduling changes.
• Deliver a friendly, professional, and solutions-focused customer experience.

Scheduling & Coordination

• Assist with scheduling technicians and service appointments.
• Enter and manage job allocations within the scheduling system.
• Liaise with technicians regarding daily job schedules.
• Coordinate appointment changes and rescheduling requirements.
• Prioritise urgent jobs and respond to changing business needs.
• Monitor technician progress and communicate updates to customers.

Administration Support

• Maintain accurate customer and job records.
• Follow up outstanding job notes, photos, and documentation.
• Assist with job summaries, invoicing, quotes, and purchase orders.
• Support data entry and system maintenance, including updating information within Simpro.
• Ensure documentation is accurate and up to date.

General Office Administration

• Perform filing, correspondence, and general administrative tasks.
• Assist with supplier invoice allocation and processing.
• Support insurance claims, compliance reporting, and other administrative requirements.
• Monitor office supplies and arrange replenishment when required.
• Provide administrative support to the wider team.

Team Collaboration

• Work closely within a job-share arrangement to maintain continuity and consistency.
• Maintain clear handover notes and follow-up actions.
• Communicate urgent operational matters effectively.
• Contribute to a positive, professional, and supportive team culture.

About You

We're looking for someone who is:

• Highly organised and dependable.
• Friendly and confident when dealing with customers and colleagues.
• A strong communicator, both written and verbal.
• Comfortable using computer systems and learning new software.
• Accurate with excellent attention to detail.
• Able to manage multiple priorities in a fast-paced environment.
• Calm under pressure and solution-focused.
• Positive, professional, and team-oriented.

Ideally, You'll Have

• Previous experience in administration, customer service, reception, or scheduling.
• Strong computer and data entry skills.
• Experience working in a service, trades, or operational environment (advantageous).
• Experience with Simpro or similar job management software (desirable but not essential).

What's on Offer?

• A supportive and friendly team environment.
• A varied role with plenty of responsibility and learning opportunities.
• Exposure to scheduling, customer service, and operational administration.
• A collaborative workplace culture where your contribution is valued.
• A 12-month fixed-term contract providing maternity leave cover.

If you're an organised administrator who enjoys helping customers and keeping operations running smoothly, we'd love to hear from you.

Apply now and become an important part of a busy, customer-focused team.