Business Administrator and Project Coordinator

Kia Hono Limited t/a In Tandem; Mosgiel; Hybrid; NZD 33,000 - 44,000; Part time

Job summary

Proteus is seeking a Business Administrator and Project Coordinator to own payroll, invoicing, accounts, and project administration for a small but busy team. You will work closely with the Managing Director and project managers to keep financials accurate and projects on track, with a mix of routine tasks and shifting priorities.

You will manage payroll and invoicing in Xero, coordinate workloads, schedules and project information in Projectworks and Teams, and support client enquiries and

Qualifications

• Experience independently managing a broad range of business admin, including payroll and Xero.
• Knowledge of Holidays Act and leave entitlements.
• Confidence setting up and maintaining Teams channels and SharePoint content.
• Good working skills in Word, Excel and Outlook; ability to learn new systems.
• Strong organisation, accuracy and follow-through.

Responsibilities

• Manage day-to-day business administration, payroll, invoicing, accounts payable/receivable, and reconciliations in Xero.
• Set up projects and keep schedules, resourcing and project information current in Projectworks and Teams.
• Coordinate regular planning meetings and follow up on actions.
• Set up and maintain Teams channels, SharePoint content and intranet.
• Assist with client enquiries, contracts, staff administration, travel and office needs.
• Track details, balance competing priorities and plan work accordingly.

Skills

Payroll

Accounts management

Project coordination

Organisation

Communication

Time management

Tools

Xero

Projectworks

Microsoft Teams

SharePoint

Excel

Word

Outlook

Job description

Business Administrator and Project Coordinator

Are you an experienced administrator who enjoys taking ownership of payroll, accounts and the practical details that keep a small business running well?

We’re looking for someone who brings broad administration experience, is confident working independently, and enjoys being part of a small team. You’ll have a varied role, working closely with our Managing Director and project managers to keep business administration organised and projects on track.

At Proteus, we help researchers and decision-makers better understand the natural world through statistics. Our team works on ecological and wildlife projects around the world, guided by a simple purpose: Better Statistics, Better Understanding, Better Environment.

About the role

You’ll manage day-to-day business administration and help coordinate workloads, schedules and project information.

Your work will include:

Managing payroll, invoicing, accounts payable and receivable, and reconciliations in Xero.

Setting up projects and keeping schedules, resourcing and project information current in Projectworks and Teams.

Coordinating regular planning meetings and following up on agreed actions.

Setting up and maintaining Teams channels, SharePoint content and our intranet.

Helping with client enquiries, contracts, staff administration, travel and general office needs.

You’ll keep track of the details, spot competing demands early and work through practical solutions with the team. There’s a mix of regular tasks and changing priorities, so you’ll need to be comfortable planning your work and checking priorities when needed.

About you

You’ll have experience independently managing a broad range of business administration, including hands-on responsibility for payroll and accounts in Xero.

You’ll also bring:

A good working knowledge of the Holidays Act and leave entitlements.

Confidence setting up and maintaining Teams channels and SharePoint content.

Good working skills in Word, Excel and Outlook, and confidence learning new systems.

Strong organisation, accuracy and follow-through.

Discretion and sound judgement when handling confidential information.

A friendly, helpful approach when working with colleagues and clients.

This role will suit someone who enjoys working closely with a small team and brings a practical, approachable style. You’ll be confident managing your own workload and working with others as priorities change.

Experience with Projectworks, another project management platform or HubSpot would be helpful, but isn’t essential. An interest in ecology, nature or science would also help you connect with our work.

We’re a friendly, collaborative team who enjoy a laugh, welcome different perspectives and work through problems together. You’ll work in a relaxed environment, supporting projects that contribute to better environmental decisions.

You’ll have access to a professional development budget to support your learning, with potential to take on broader responsibilities or move into a management role as the business grows.

This is a permanent position working 20 hours per week. There’s some flexibility to agree on a working pattern that suits you and the team, generally between 9 am and 2.30 pm, Monday to Friday. You’ll be based at our Mosgiel office, with on-site parking and the option to work from home one day a fortnight.

Applicants must have the legal right to work in New Zealand.