Business Administrator

Phase Consulting Ltd; Wellington; Hybrid; NZD 34,000 - 44,000; Part time

Benefits offered by this job

Flexible part-time schedule

Collaborative team environment

Ownership of admin processes

Exposure to diverse projects

Job summary

Phase Consulting Ltd is seeking a proactive Business Administrator in Wellington to support daily operations, financial processes, and project administration. You will work closely with the directors and consultants, helping to maintain systems and streamline admin tasks across multiple NZ projects.

The role requires strong organization, independence, and clear communication. Part-time, Wellington-based with flexible days, 24 hours per week, with potential for process improvements and closer

Qualifications

• Experience in business administration, office administration, project administration, or a related role.
• Excellent organizational skills and strong attention to detail.
• Ability to manage multiple tasks and priorities independently.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook, Teams) or equivalent.
• Experience with Xero or similar accounting software.
• Familiarity with project-based invoicing, timesheets, and fee tracking.
• Basic knowledge of New Zealand payroll and business administration requirements.
• Discretion handling confidential business, financial, and client information.

Responsibilities

• Manage day-to-day business administration and correspondence.
• Provide administrative support to company directors and consulting team.
• Maintain business records, documentation, databases, and filing systems.
• Coordinate meetings, calendars, travel arrangements, and accommodation as required.
• Manage supplier relationships, software subscriptions, and general business purchases.
• Assist with maintaining and improving internal business processes and procedures.
• Prepare and issue client invoices, monitor outstanding invoices, and follow up on overdue payments.

Skills

Office administration

Project administration

Microsoft Office

Communication

Organizational skills

Attention to detail

Tools

Xero

Project management software

Job description

Position: Business Administrator
Location: Wellington, New Zealand
Employment Type: Permanent, Part-Time
Hours: 24 hours per week (0.6 FTE)
Reports to: Company Directors
Working arrangements: Wellington based, with working days and flexibility to be agreed

About Phase Consulting

Phase Consulting is a New Zealand based design and project management consultancy providing specialist professional services to clients throughout the country.

Our team works across a diverse range of projects, providing design, project management, technical advice, and consultancy services.

As our business continues to develop, we are looking for a capable and proactive Business Administrator to support our team, strengthen our internal processes, and help ensure the efficient operation of the company.

About the Role

The Business Administrator will play an important role in supporting the day to day operations of Phase Consulting.

Working closely with the company directors and our wider consulting team, you will be responsible for coordinating general business administration, supporting financial processes, assisting with project administration, and maintaining efficient internal systems.

As our consultants work across multiple projects and locations throughout New Zealand, strong communication, organization, and the ability to manage competing priorities will be essential.

Key Responsibilities

1. Business and Office Administration

Manage day to day business administration and correspondence.

Provide administrative support to the company directors and consulting team.

Maintain business records, documentation, databases, and filing systems.

Coordinate meetings, calendars, travel arrangements, and accommodation as required.

Manage supplier relationships, software subscriptions, and general business purchases.

Assist with maintaining and improving internal business processes and procedures.

2. Financial Administration and Invoicing

Prepare and issue client invoices, working with directors to confirm billable work.

Monitor outstanding invoices and follow up on overdue payments as required.

Process supplier invoices, expenses, and reimbursements.

Support the management of purchase orders and financial documentation.

Assist with reconciliation processes

Support the preparation of financial summaries and management reports.

Support payroll and timesheet administration as appropriate.

3. Project Administration

Provide administrative support to project managers and designers working across multiple client projects.

Assist with project setup, including maintaining client and project details in company systems.

Assist with tracking project timesheets, budgets, and invoicing information.

Help ensure project information is organized, accessible, and maintained consistently across the business.

Track and monitor project progress and timelines.

4. Systems and Process Improvement

Help develop and maintain efficient, consistent administrative processes.

Identify opportunities to simplify repetitive tasks and improve information management.

Support the implementation and ongoing use of business management software.

Assist with improving the accuracy and consistency of project and financial information.

Take initiative in resolving administrative issues and improving day-to-day operations.

Skills and Experience

Previous experience in business administration, office administration, project administration, or a related role.

Excellent organizational skills and strong attention to detail.

Ability to manage multiple tasks and priorities independently.

Strong written and verbal communication skills.

Competence with Microsoft Office, particularly Word, Excel, Outlook, and Teams, or equivalent software.

Confidence working with financial information, invoices, and business records.

Professionalism and discretion when handling confidential business, financial, and client information.

Experience with Xero or similar accounting software.

Familiarity with project based invoicing, timesheets, and fee tracking.

Experience with document management, proposal preparation, or tender administration.

Basic knowledge of New Zealand payroll and business administration requirements.

Personal Attributes

The ideal candidate will be:

Self motivated: Comfortable working independently, taking initiative, and seeing tasks through to completion.

Highly organized: Able to maintain order across multiple projects, deadlines, and administrative responsibilities.

Adaptable: Willing to take on a variety of tasks and respond to changing business needs.

Detailed: Committed to accuracy and maintaining high-quality records and documentation.

Approachable and professional: A confident communicator who builds positive relationships with colleagues, clients, and suppliers.

Solutions focused: Someone who identifies ways to make things easier, more efficient, and better organized.

Dependable: A trusted member of the team who takes responsibility and follows through on commitments.

Measures of Success

The successful candidate will help ensure:

Client invoicing is accurate, timely, and well coordinated.

Project and business records are organized and up to date.

Directors and consultants are supported with administrative tasks, allowing them to focus on project delivery and client relationships.

Internal financial and administrative processes are consistent and reliable.

Client enquiries and administrative requests are handled professionally and efficiently.

Opportunities for improving business systems and processes are proactively identified and implemented.

Day to day business operations run smoothly with minimal administrative burden on the technical team.

Working Arrangements

This is a permanent, part-time position based in Wellington, working 24 hours per week (0.6 FTE).

The specific working days and hours will be agreed with the successful applicant, with consideration given to both business needs and individual flexibility.

The role will involve regular communication with team members and clients based across New Zealand.

What We Offer

• The opportunity to work closely with the directors and contribute to the development of the business.
• A supportive, collaborative team environment.
• Flexibility associated with a part time position.
• The opportunity to take ownership of administrative processes and make a tangible difference to how the business operates.
• Exposure to a broad range of interesting projects, clients, and professional disciplines.

Our Ideal Candidate

We are looking for someone who can become a trusted and reliable part of the Phase Consulting team.

You’ll enjoy bringing structure and organization to a busy environment, be comfortable working with a degree of autonomy, and take pride in keeping the business running smoothly behind the scenes.

Most importantly, you’ll have a positive attitude, strong initiative, and a willingness to get involved wherever administrative support is needed.

What can I earn as a Business Administrator