Office Administrator

Lowndes Jordan; Auckland; On-site; NZD 50,000 - 65,000; Full time

Job summary

Lowndes Jordan, a prominent commercial law firm in Auckland, seeks an Office Administrator to support the General Manager. You will manage reception, coordinate multi-task workflows, handle billing, AML processes, and assist with document filing and event logistics.

The role requires super organization, strong communication, and the ability to work independently and with a team to meet deadlines. Previous experience with office software and client service is preferred.

Qualifications

• Super organized and able to think ahead.
• Comfortable learning and switching between digital tools.
• Able to work flexibly, set priorities, and meet deadlines.
• Proven dedication to client service.
• Team-oriented with collaborative approach.

Responsibilities

• Located at reception, greeting visitors and couriers.
• Provide overflow support to secretaries, including printing, photocopying, and typing.
• Filing annual returns in the Companies Office.
• Collating documents to form a Transaction Bible.
• Drafting statements of accounts and payment memorandums.
• Assisting with billing at month-end.
• Answering calls, announcing callers, and routing messages.
• Maintain kitchen and utility rooms, restocking supplies.
• Set up and maintain boardroom/meeting rooms and bookings.
• Arrange catering and client/staff meals and drinks.
• File opening/closing in OnePractice and physical files when required.
• Manage TIMG file retrieval/dispatch and storage.
• Liaise with facilities suppliers and cleaners.
• Maintain library and publications; coordinate AML compliance processes.
• Organise client and staff gifts and events.

Skills

Highly organized

Digital literacy

Independent worker

Client service

Tools

OnePractice

Zoom

Teams

Google Docs

Job description

Jora New Zealand will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Lowndes Jordan is a prominent commercial law firm based in Auckland. Our purpose is to have an outstanding reputation with our clients and to be recognised for service excellence and commitment to quality. We have a highly collaborative culture, and all staff strive to achieve the goal of practice excellence. For the firm to achieve its goals, excellence in all aspects of the Office Administrator function is a key contributor.

What is the role?

We are looking for a highly organised Office Administrator to support the firm and the General Manager. You will show great attention to detail as well as being organised and able to juggle multiple tasks at any one time. You will be an outgoing, enthusiastic person with a ‘can-do’ attitude and the ability to meet deadlines.

What you will be doing

• Located at reception, attending to and engaging with visitors/couriers etc.
• Providing overflow support and backup to secretaries as required, printing, photocopying, document typing and amending as required.
• Filing Annual Returns in the Companies Office.
• Collating documents to form a Transaction Bible.
• Drafting Statement of Accounts, payment memorandums.
• Assisting with billing at the end of each month.
• Phones – answering calls and announcing callers, taking messages and sending by email.
• Kitchen – ordering and monitoring/replenishing supplies, keeping the kitchen clean and tidy including putting any dirty dishes in the dishwasher, clean coffee machine.
• Maintaining cleanliness and stock levels in utility rooms including room behind reception and ordering stationery if and when required.
• Filling printers with paper as required.
• Shredding – collecting all shredding from offices and emptying into the shredding bin Deeds room.
• Boardroom/Meeting rooms – maintaining tidy appearance and keeping supplies up to date in all client areas including reception.
• Setting up LJ VC for meetings, maintaining meeting rooms booking register.
• Catering – ordering/arranging food for Partners and client lunches, functions and meetings including setting up and cleaning, and providing hot/cold drinks as required, preparing food fortnightly for Friday drinks.
• Organising/ordering catering for staff drinks and functions including setting up and cleaning.
• Opening new files, closing files in OnePractice and opening physical files if required.
• Maintaining storage in basement and managing TIMG file retrieval/dispatch.
• Couriers – sending and receiving.
• Liaising with Precinct and facilities suppliers as required, e.g. replacing faulty lighting, arranging after hours air conditioning, office furniture maintenance and replacement etc.
• Liaising with TPS office cleaners as required.
• Maintaining library and ordering publications as required.
• Deeds and file uplifts.
• Administering CLE register and assisting in CLE session setup/cleaning and catering.
• Arranging staff and client gifts as required.
• Organising client and staff Christmas gifts, including coordination of printing and address lists.
• AML compliance – Matter Risk Assessment Forms, responding to AML queries regarding what is needed, reviewing documentation received from clients and solicitors, lodging AML cases, uploading and filing documentation to the relevant storage systems, maintaining reporting and AML compliance manual, and assisting with onboarding of new staff.
• Other duties or special assignments as required from time to time.

About you

• Super organised and able to think ahead.
• Comfortable learning and switching between digital tools
• Ability to work flexibly and independently, set priorities, work simultaneously on tasks, use good judgement and initiative and meet/exceed deadlines.
• Have a proven record of displaying a deep dedication to client service.
• Work collaboratively and engage with the team to deliver results.
• Experience with Zoom, Teams, Google docs and any other new collaboration technology coming.
• Outgoing, enthusiastic person with the ability to handle deadlines and pressure.

Additional information

Lowndes Jordan values diversity in all respects and is a signatory to the NZLS Gender Equality Charter.