Administrator

Hotel Council Aotearoa; Auckland; Presencial; NZD 55.000 - 75.000; Tempo integral

Resumo da vaga

Hotel Council Aotearoa invites applications for an Administrator to join a small, nimble team in Auckland. You will work directly with the chief executive to manage finances, CRM records, and office administration, ensuring efficient operations and compliance for New Zealand’s hotel sector.

The role includes invoicing, reporting, event support, travel arrangements, and producing basic digital content while promoting accuracy, integrity and proactive member engagement.

Qualificações

• Experience in financial administration and management.
• Strong Xero experience and accounting skills.
• Experience maintaining a CRM database.
• Excellent written and verbal communication skills.
• Familiarity with AI tools and digital content creation.

Responsabilidades

• Manage finances using Xero, generate reports, and invoice members, sponsors, and partners including overdue payments follow-up.
• Process invoices with correct approvals in partnership with external accountant.
• Ensure compliance with relevant legislation and registrations.
• Maintain an accurate CRM database and proactive member communications.
• Oversee office operations including security, procurement, utilities, and liaising with landlords or managers.
• Plan and support meetings and events, prepare documents, minutes, and manage guest lists and budgets.
• Coordinate external communications, travel arrangements, and digital content updates for the website.
• Create simple digital content using Canva and brand elements for event fliers and presentations.

Conhecimentos

Strong communication

Highly organized

Attention to detail

Discretion & integrity

Adaptable & quick learner

Ferramentas

Xero

CRM database

Canva

AI business tools

Descrição da vaga

Use your full range of financial administration and office management skills as a core member of a small, nimble team leading the body representing New Zealand's hotel sector.

We are looking for someone able to start early in 2027, by mutual agreement.

Who we are

Hotel Council Aotearoa (HCA) is New Zealand's industry body representing the hotel sector. Our membership comprises over 230 hotels, alongside owners, operators, brands, suppliers and sector partners. We provide a unified, informed and credible voice on the issues that most affect the sector, including regulation, taxation, workforce, planning, tourism settings and broader economic policy. We listen to the views of those within our industry and act upon them. HCA is entering its next phase of evolution, transitioning from establishment into a more mature, sustainable organisation with a strong and growing membership base, professional operations and increased influence with government and stakeholders.

Purpose of the Role

The Administrator will work closely with the chief executive and wider HCA team to ensure HCA functions as an efficient and effective industry body adding value for its members, sponsors and partners. This is a new role.

Key responsibilities

Financial and compliance management

Use Xero to administer HCA finances, generate financial reports, and invoice members, sponsors and other partners including follow-up of overdue payments.

Process invoices received by HCA, ensuring correct approval processes are followed, in partnership with our external accountant.

Assist the chief executive to ensure the HCA complies fully with the Incorporated Societies Act and Incorporated Societies Register, Privacy Act and any other relevant legislation or regulations.

Administer a full and accurate CRM database of HCA members, sponsors and supporting partners, working proactively with members to ensure the database remains as accurate and updated as possible.

Maintain effective communication with members on a group and individual basis.

Office management

Manage the day-to-day operation of the HCA’s office accommodation, including office security, procurement, cleaning and rubbish disposal services, payments for utilities, goods and services, liaison with landlord or building/facility manager, and other tasks as required.

Meeting and event administration

Support the chief executive to plan and deliver HCA’s Annual General Meeting, regular Committee meetings and other internal meetings, including preparation and dispatch of meeting documents, drafting of minutes and maintaining accurate meeting records.

Partner with HCA members and service providers to arrange and deliver member and stakeholder events as required, including management of guest lists and invitations, food and beverage, runsheets and budget/payments.

Support the chief executive to liaise with our external partner to ensure its effective development and delivery of New Zealand's annual hotel sector conference.

External correspondence and telecommunications

Monitor emails to HCA’s external email address, and respond to messages or bring them to the attention of the executive team in a timely and responsible way.

Manager courier mail and parcel dispatch and delivery.

Manage HCA’s external telephone communications, including call forwarding, out of office messages and monitoring of voice messages as needed.

Arrange domestic and international travel for the chief executive and strategic director as required, including air tickets, accommodation and rental vehicles.

Digital and online content

Administer the HCA website in consultation with the website host, by updating content as required.

Design and create simple digital content such as event fliers, Powerpoint slides and meeting collateral, making use of HCA brand elements and available digital tools.

Person Specification

Skills

Experience of financial administration and management, including strong Xero experience and skills.

Experience maintaining and using a CRM database.

Strong written and verbal communication skills.

Familiarity with AI business tools.

Some experience using Canva or other digital design tools.

Knowledge and experience of the hotel sector an advantage.

Attributes

Highly organised, able to multitask

Strong attention to detail and accuracy.

Flexible, willing to learn and innovate

Truthful, trustworthy and demonstrates absolute integrity and discretion.

High degree of empathy and strong interpersonal skills, respectful of others.

Resilient in the face of adversity.