Group Administrator

Madison Recruitment; Auckland; On-site; NZD 55,000 - 75,000; Full time

Benefits offered by this job

Permanent role

Office in Viaduct

Supportive team

Job summary

Viaduct Properties Limited in Auckland is seeking a capable Group Administrator to provide end-to-end administrative support across the business. This hands-on role suits someone who enjoys variety, takes ownership, and can juggle priorities with confidence.

You’ll be the face of the floor for visitors, manage reception and diary coordination, and assist with basic bookkeeping and reporting tasks as you grow with the role.

Qualifications

• Proven experience in administration in an office environment.
• Strong organisation skills and the ability to prioritise in a busy environment.
• High attention to detail and confidence working with documents and deadlines.
• A professional communication style and a customer‑focused mindset.
• Strong MS Office skills (Word, Outlook, Excel; confidence picking up new systems).
• Well presented, with a good instinct for corporate office dress standards.
• A practical, can‑do attitude - curious and self‑sufficient, with a natural instinct to research and problem‑solve independently.

Responsibilities

• Provide high-level administrative support to senior stakeholders and the wider team.
• Coordinate diaries, meetings, rooms, agendas, and take minutes/action notes where required.
• Manage correspondence, document control, and record keeping.
• Support office coordination (suppliers, facilities, ordering, general office operations).
• Be the warm, professional first point of contact for visitors and clients - greeting them, understanding their needs, and getting them to the right place – Serve tea and coffee to principals and their guests, and organise catering and lunch for client meetings.
• Keep reception and kitchen areas spotless and well presented at all times – Run the weekly kitchen supply order - checking what's actually being used before restocking, against a simple weekly schedule – Keep shared equipment (photocopier, scanner, dishwasher) stocked, clean, and in good working order.
• Assist with reporting, presentations, and general coordination across the group.
• Liaise with internal and external stakeholders professionally and discreetly

Skills

Administration experience

Organisation skills

Attention to detail

Communication skills

MS Office

Professional presentation

Problem-solving

Tools

MS Office

Job description

Group Administrator

Auckland CBD (Viaduct) | Permanent, full-time (40 hrs/week)

Viaduct Properties Limited is a privately owned property firm, based in the heart of Auckland’s Viaduct. This is a close-knit, professional environment where you’ll work alongside a small team and play a key role in keeping the wider group running smoothly.

The role

We’re looking for a capable, proactive Group Administrator to provide end-to-end administrative support across the business. This is a hands‑on role suited to someone who enjoys variety, takes ownership, and can juggle competing priorities with confidence.

This is a first‑impressions role and a backbone role at once. You'll be the face of the floor for visitors and clients, and the person who keeps the practical, financial, and administrative wheels turning behind the scenes.

The three resident businesses share reception, meeting rooms, and kitchen facilities, so no two days look quite the same. The position is genuinely structured to grow. You'll start with hospitality, front‑of‑house, and the foundational bookkeeping tasks that keep the floor running. As you settle in, the role opens up into broader account management, reconciliation, and reporting work - and into ad hoc support for each of the businesses on the floor, covering everything from invoicing to compliance, scanning to meeting support.

There are development opportunities for the right person to move into more of the bookkeeping side, doing some accounts processing, assisting with monthly payment schedules, building familiarity with a wider group of related entities, understanding how costs flow and recharge between them and reconcile payments as they come in plus more if this was an area of interest.

In this role, you will:

• Provide high-level administrative support to senior stakeholders and the wider team
• Coordinate diaries, meetings, rooms, agendas, and take minutes/action notes where required
• Manage correspondence, document control, and record keeping
• Support office coordination (suppliers, facilities, ordering, general office operations)
• Be the warm, professional first point of contact for visitors and clients - greeting them, understanding their needs, and getting them to the right place – Serve tea and coffee to principals and their guests, and organise catering and lunch for client meetings
• Keep reception and kitchen areas spotless and well presented at all times – Run the weekly kitchen supply order - checking what's actually being used before restocking, against a simple weekly schedule – Keep shared equipment (photocopier, scanner, dishwasher) stocked, clean, and in good working order
• Assist with reporting, presentations, and general coordination across the group
• Liaise with internal and external stakeholders professionally and discreetly

To be successful, you’ll ideally bring:

• Proven experience in administration in an office environment (admin / team admin / office admin or similar)
• Strong organisation skills and the ability to prioritise in a busy environment
• High attention to detail and confidence working with documents and deadlines
• A professional communication style and a customer‑focused mindset
• Strong MS Office skills (Word, Outlook, Excel; confidence picking up new systems)
• Well presented, with a good instinct for corporate office dress standards
• A practical, can‑do attitude - curious and self‑sufficient, with a natural instinct to research and problem‑solve independently

What’s on offer

• Permanent role in a well‑located Viaduct office
• Broad, varied position with real ownership and impact
• Supportive, professional team in a privately owned business

If you are looking for a stable, busy job where no two days are the same this role could be for you!