Business Administrator

Otago Vacuum Tank Services Ltd; Dunedin; On-site; NZD 48,000 - 64,000; Full time

Job summary

Otago Vacuum Tank Services Ltd is seeking a proactive Business Administrator to keep daily operations running smoothly from our Sawyers Bay yard. You’ll work with management, drivers, customers, and suppliers to coordinate bookings, invoicing, and reporting.

The role supports field operations, manages fleet and yard activities, and helps maintain health and safety documentation. Strong organisational and communication skills are essential.

Qualifications

• Strong organisation and time management skills.
• Accurate administration and attention to detail.
• Clear, confident communication and a friendly, practical approach.
• Confidence using Microsoft Excel and Word, with the ability to learn new systems.
• Initiative, reliability and a calm approach when priorities shift.
• The ability to work independently and contribute to a team.
• Experience in administration, scheduling or a service-based business would be valuable.
• Familiarity with Xero or vWork would also be an advantage.

Responsibilities

• Job scheduling and customer service: taking enquiries, booking jobs and coordinating drivers across multiple services.
• Invoicing and administration: preparing invoices in vWork and Xero, maintaining recurring jobs.
• Reporting: compiling client, council and environmental reports on service delivery and waste disposal.
• Health and safety support: keeping documentation up to date and assisting inductions.
• Team and office support: organising new starters, ordering supplies and updating pricing.
• Resource recovery administration: coordinating lab testing and waste tracking records.

Skills

Organisation

Time management

Administration

Scheduling

Communication

Customer service

Independent working

Teamwork

Reliability

Problem solving

Tools

Xero

vWork

Microsoft Excel

Microsoft Word

Job description

Good at keeping people, paperwork and busy schedules on track? We’d love to hear from you.

Otago Vacuum Tank Services is a locally owned and operated business delivering liquid waste and environmental services throughout Dunedin and the surrounding areas. Alongside Reliance Recovery NZ, we’re helping recover resources and reduce waste through local processing and reuse.

Otago Vacuum Tank Services is looking for an organised, proactive Business Administrator to help keep our daily operations running smoothly. Based at our Sawyers Bay yard and reporting to the Commercial Manager, you’ll work closely with management, drivers, customers and suppliers.

About the role

The Business Administrator plays a central role in ensuring the smooth and efficient operation of administrative, scheduling, reporting, and coordination functions across the business. This position supports field operations, manages invoicing and reporting workflows, coordinates logistics across multiple service lines, and maintains oversight of fleet and yard and activities involving Reliance Recovery NZ Ltd

Your responsibilities will include:

Job scheduling and customer service: Taking enquiries, booking jobs and helping coordinate drivers across services including septic tanks, grease traps, portaloos, wheelie bin cleaning and used cooking oil collections.

Invoicing and administration: Preparing invoices in vWork and Xero, maintaining recurring jobs and keeping customer and job information accurate.

Reporting: Compiling client, council and environmental reports covering service delivery, waste disposal, emissions and subcontractor hours.

Health and safety support: Keeping documentation up to date, coordinating our annual SiteWise renewal and assisting with employee and contractor inductions.

Team and office support: Helping organise new starters, ordering supplies, updating pricing and supporting office and yard organisation.

Resource recovery administration: Coordinating laboratory testing and maintaining waste tracking records and disposal dockets for Reliance Recovery NZ.

About you

You enjoy bringing order to a busy day and following things through. You’re comfortable talking with customers and drivers, adapting when schedules change, and taking ownership of your work.

You’ll bring:

Strong organisation and time management skills.

Accurate administration and attention to detail.

Clear, confident communication and a friendly, practical approach.

Confidence using Microsoft Excel and Word, with the ability to learn new systems.

Initiative, reliability and a calm approach when priorities shift.

The ability to work independently and contribute to a team.

Experience in administration, scheduling or a service-based business would be valuable. Familiarity with Xero or vWork would also be an advantage.

What can I earn as a Business Administrator