Executive & Administration Coordinator

Lovens Building Supplies Ltd.; Auckland; On-site; NZD 45,000 - 64,000; Full time

Job summary

Lovens Building Supplies Ltd. in Auckland is seeking an experienced Executive & Administration Coordinator to provide comprehensive admin support to the Director, HR tasks, and basic accounts duties.

You will manage day-to-day office operations, coordinate with staff and suppliers, prepare documents, and assist with meetings, travel, and confidential information. The role suits a proactive organiser with strong communication and Xero/Excel familiarity.

Qualifications

• Extensive office administration experience.
• Ability to manage multiple priorities independently.
• Strong written and verbal communication skills.
• Basic HR admin and payroll knowledge.
• Experience supporting a Director or senior exec.
• Proficient with MS Office; Xero is an advantage.

Responsibilities

• Office administration and coordination of daily operations.
• Prepare documents, organise records and filing systems.
• Manage correspondence, emails and office communications.
• Coordinate with staff, customers, suppliers and external parties.
• Prepare letters, spreadsheets and business reports.
• Support the Director and management with admin tasks.
• HR admin: recruitment support, onboarding, timesheets.
• Accounts: basic AP/AR, reconciliations, liaise with accountant.

Skills

Office administration

Executive support

Time management

Communication skills

Tools

Excel

Xero

Job description

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Due to continued business growth, we are looking for an experienced and reliable Executive & Administration Coordinator to join our Auckland team. This is primarily an administration-focused role, combined with executive support to the Director, general HR administration and basic accounts support. We are looking for someone who is highly organised, responsible, proactive and capable of independently managing and following up day-to-day administrative matters.

Key Responsibilities

1. Office Administration – Primary Focus

• Manage day-to-day office administration and coordination;
• Prepare, organise and maintain company documents, records and filing systems;
• Manage general correspondence, emails and office communications;
• Coordinate with staff, customers, suppliers and other external parties;
• Prepare letters, spreadsheets, reports and general business documents;
• Follow up outstanding tasks, deadlines and management instructions;
• Assist with internal coordination and general business administration;
• Support the Director and management team with daily administrative matters.

2. Executive & Director Support

• Manage and coordinate the Director’s meetings, appointments and schedule;
• Assist with emails, correspondence, documents and business communications;
• Follow up tasks and action items on behalf of the Director;
• Coordinate communication between the Director, staff and external parties;
• Prepare and organise documents requiring the Director’s review, approval or signature;
• Assist with meetings, travel arrangements and other business activities when required;
• Provide general executive and administrative support to the Director;
• Handle confidential business and personal information with discretion.

3. HR Administration

• Assist with recruitment and interview coordination;
• Assist with CV screening and candidate communication;
• Coordinate new employee onboarding;
• Maintain employee files and employment documentation;
• Assist with timesheets, attendance and leave records;
• Assist with basic payroll-related administration;
• Support general staff communication and coordination;
• Assist with other routine HR administrative matters.

Basic to intermediate HR experience is sufficient. We are not looking for a senior HR Manager or HR specialist.

4. Accounts Administration

• Organise invoices, receipts and financial documents;
• Assist with Accounts Payable and Accounts Receivable;
• Prepare payments for approval and maintain payment records;
• Assist with basic bank and account reconciliations;
• Check customer and supplier statements;
• Follow up outstanding accounts where required;
• Assist with Xero and prepare information for the Company’s external accountant;
• Provide general accounts administration support to the Director and management.

Only basic accounting knowledge and practical experience are required. Professional accounting qualifications or advanced accounting experience are not necessary.

About You

The most important requirement for this position is strong and solid administration experience.

The ideal candidate will have:

• Several years of practical office administration experience preferred;
• Strong organisational and coordination skills;
• Excellent attention to detail;
• Strong follow-up and time-management skills;
• Ability to work independently and manage multiple priorities;
• Good written and verbal communication skills;
• Good computer skills, including Word, Excel, email and general office software;
• Basic to intermediate HR administration experience;
• Basic accounts knowledge and experience;
• Xero experience would be an advantage;
• Previous Executive Assistant, PA or Director support experience would be an advantage;
• A professional, responsible and reliable attitude;
• A high level of discretion and confidentiality.

What We Are Looking For

We are not looking for a professional Accountant or a senior HR Manager.

We are looking for an experienced and capable administrator who can take ownership of day-to-day administrative matters while also providing practical support across HR, basic accounts and Director support.

The right person will be organised, reliable, responsible, detail-oriented, proactive and willing to learn.

If you have strong administration experience and enjoy working in a varied role where you can become involved in different areas of the business, we would be pleased to hear from you.

Employment Type: Full-time

Salary: Negotiable based on experience