Office Administrator

New Zealand Clinical Research; Auckland; On-site; NZD 55,000 - 75,000; Full time

Benefits offered by this job

Discretionary bonus

Employee referrals

Retail discounts

AI tools training

Wellbeing leave

Trans-Tasman opportunities

Job summary

New Zealand Clinical Research is seeking a proactive Reception and Facilities Coordinator for our Auckland site. You’ll oversee the day-to-day reception, mentor the part-time receptionist and ensure a welcoming, efficient environment for staff, study participants and visitors.

Reporting to the Operations Manager, you’ll manage supplies, contractors and building services, support WHS activities, and drive process improvements to enhance the employee experience across our sites.

Qualifications

• Experience in office administration, facilities coordination or reception roles.
• Strong organisational, planning and problem-solving skills.
• Confident working independently and taking ownership of outcomes.
• Experience leading, mentoring or supporting others.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional communicator with a customer-focused approach.
• Experience coordinating contractors, service providers or facilities activities would be advantageous.
• Strong attention to detail and commitment to maintaining high workplace standards.

Responsibilities

• Lead and support the part-time Receptionist to deliver exceptional service to staff, visitors and study participants.
• Oversee the day-to-day operation of reception, ensuring a professional, welcoming and efficient space.
• Manage office supplies, mail, couriers, vendors and service providers.
• Act as the key liaison with building management, contractors and tradespeople for maintenance, repairs and facility improvements.
• Oversee actioning Safe365 maintenance requests, arranging repairs and following through to completion.
• Support workplace health and safety activities, including Fire Warden responsibilities, emergency preparedness and site compliance requirements.
• Support the Operations Manager with site security, visitor access, building access systems and office protocols.
• Identify and implement process improvements that enhance efficiency and the employee experience.
• Build strong relationships across departments and provide support, such as ordering catering and supplies, as required.

Skills

Office administration

Facilities coordination

Team leadership

Customer service

Vendor coordination

Independent worker

Tools

Contractors coordination

Job description

About the Role

Permanent position | Choose either Monday-Thursday (32 hours) or Monday-Friday (40 hours) | 7:30am-4:00pm

Reporting to the Operations Manager, you'll oversee the smooth day-to-day running of our Auckland reception. As the key on-site contact, you'll take ownership of reception to create a welcoming environment for staff, customers and visitors, and ensure everything runs efficiently behind the scenes.

This is a reception-based role.

What You'll Do

• Lead and support the part-time Receptionist to deliver exceptional service to staff, visitors and study participants.

• Oversee the day-to-day operation of reception, ensuring a professional, welcoming and efficient space.

• Manage office supplies, mail, couriers, vendors and service providers.

• Act as the key liaison with building management, contractors and tradespeople for maintenance, repairs and facility improvements.

• Oversee actioning Safe365 maintenance requests, arranging repairs and following through to completion.

• Support workplace health and safety activities, including Fire Warden responsibilities, emergency preparedness and site compliance requirements.

• Support the Operations Manager with site security, visitor access, building access systems and office protocols.

• Identify and implement process improvements that enhance efficiency and the employee experience.

• Build strong relationships across departments and provide support, such as ordering catering and supplies, as required.

Skills & Experience

• Experience in office administration, facilities coordination or reception roles.

• Strong organisational, planning and problem-solving skills.

• Confident working independently and taking ownership of outcomes.

• Experience leading, mentoring or supporting others.

• Ability to manage multiple priorities in a fast-paced environment.

• Professional communicator with a customer-focused approach.

• Experience coordinating contractors, service providers or facilities activities would be advantageous.

• Strong attention to detail and commitment to maintaining high workplace standards.

Benefits

• Discretionary bonus opportunities.

• Generous employee referral bonuses.

• Retail discounts and exclusive deals.

• AI tools, training and on-the-job learning.

• Wellbeing programme and generous leave from day one.

• Opportunities across our Trans-Tasman network.

About NZCR

Established in 2020 through the merger of Auckland Clinical Studies (ACS) and Christchurch Clinical Studies Trust (CCST), NZCR is at the forefront of early-phase clinical research in New Zealand. With over 35 years of combined research excellence, we have successfully completed more than 750 trials involving over 15,000 participants.

Our physician-led, world-class research units in Auckland, Christchurch, Wellington and Hamilton conduct complex studies in both healthy participants and patient populations. Partnering with global pharmaceutical and biotech companies, we deliver excellence in clinical research while exploring potential new medicines that improve health outcomes. We place our participants at the centre of everything we do, ensuring their safety, comfort and wellbeing throughout their research journey.

Why This Role?

This role is ideal for someone who enjoys being the person others rely on. You'll be the welcoming face of our reception and a trusted point of contact for staff, participants, visitors, contractors and building management.

Combining office administration, facilities coordination and people leadership, this role offers variety, ownership and the opportunity to make a real impact on the day-to-day experience of our team. We're looking for someone proactive, resilient and highly organised who enjoys finding solutions, improving processes and creating a workplace where people can thrive.