Office Administrator

All Heart NZ Charitable Trust; Auckland; On-site; NZD 55,000 - 75,000; Full time

Job summary

All Heart NZ Charitable Trust in Auckland is seeking an Office Administrator to provide accounting, governance and general admin support across the organisation. The role ensures day-to-day office processes, funding administration and events are well coordinated and accurately maintained.

The successful candidate will have strong administrative, organisational and communication skills, experience with Xero, and a commitment to working for a purpose within a collaborative team.

Qualifications

• Previous experience in an office administration, accounts administration or similar support role.
• Experience with accounting software, preferably Xero.
• Experience providing meeting, governance, funding or event administration support would be an advantage.
• Previous experience in the charitable or non-profit sector would be an advantage.
• Willingness to support and uphold the organisation’s core values.
• Strong attention to detail and commitment to maintaining accurate records.

Responsibilities

• Provide day-to-day administration and accounts support for the organisation.
• Process Accounts Payable and Accounts Receivable using Xero.
• Process credit card transactions, staff expenses, timesheets, leave and payroll information.
• Purchase office and operational consumables as required.
• Prepare records and supporting information for PAYE, GST and other reporting requirements.
• Maintain accurate filing systems, organisational records and databases.
• Assist with the preparation and updating of policies, procedures and agreements.
• Coordinate contractors providing support to the wider team, including communications and technology support.
• Provide administrative support to Licensed Partners operating All Heart Stores.
• Coordinate the administration of company vehicles.
• Assist with Health and Safety documentation and administrative requirements.
• Support recruitment, staff induction and the preparation of employment documentation.
• Coordinate Board meetings and maintain agendas, minutes, action items and governance records.
• Provide administrative support for funding applications, grant records, reporting deadlines and accountability reports.
• Coordinate the administrative and logistical requirements of All Heart NZ and All Heart Store events.

Skills

Administrative support

Communication

Time management

Attention to detail

Confidentiality

Tools

Xero

Microsoft Office

Databases

Payroll

Job description

All Heart NZ is a profit-for-purpose charitable trust dedicated to making corporate sustainability simple. We specialise in circular solutions for unwanted business assets so corporate resources are repurposed for community good. We currently have five All Heart Stores around Aotearoa New Zealand which repurpose redundant corporate items for community good.

About the role

The Office Administrator provides accounting, governance and general administrative support across All Heart NZ. This role helps ensure that day-to-day office processes, organisational records, funding administration and events are well coordinated and accurately maintained. The successful candidate will have strong administrative, organisational and communication skills and will be passionate about working for a purpose and contributing to a supportive team.

Key responsibilities

• Provide day-to-day administration and accounts support for the organisation.
• Process Accounts Payable and Accounts Receivable using Xero.
• Process credit card transactions, staff expenses, timesheets, leave and payroll information.
• Purchase office and operational consumables as required.
• Prepare records and supporting information for PAYE, GST and other reporting requirements.
• Maintain accurate filing systems, organisational records and databases.
• Assist with the preparation and updating of policies, procedures and agreements.
• Coordinate contractors providing support to the wider team, including communications and technology support.
• Provide administrative support to Licensed Partners operating All Heart Stores.
• Coordinate the administration of company vehicles.
• Assist with Health and Safety documentation and administrative requirements.
• Support recruitment, staff induction and the preparation of employment documentation.
• Coordinate Board meetings and maintain agendas, minutes, action items and governance records.
• Provide administrative support for funding applications, grant records, reporting deadlines and accountability reports.
• Coordinate the administrative and logistical requirements of All Heart NZ and All Heart Store events.

About you

• Previous experience in an office administration, accounts administration or similar support role.
• Experience with accounting software, preferably Xero.
• Experience providing meeting, governance, funding or event administration support would be an advantage.
• Previous experience in the charitable or non-profit sector would be an advantage.
• Willingness to support and uphold the organisation’s core values.
• Strong attention to detail and commitment to maintaining accurate records.
• Well organised, with excellent time management and the ability to manage competing deadlines.
• Excellent written and verbal communication skills.
• Punctual, reliable, honest and trustworthy, with the ability to maintain confidentiality.
• Able to work accurately and independently while seeking guidance when required.
• A practical and collaborative approach to supporting colleagues and external stakeholders.
• Working knowledge of Xero accounting software, including Payroll and Reporting.
• Proficient in Microsoft Office, including Word, Excel, Outlook and Teams, and comfortable using databases and online systems.

Have the right to work in New Zealand.

This is a full-time role, Monday to Friday, with some flexibility in working hours. The role will be based at our Manukau site, with travel required when necessary. Occasional work outside normal working hours may be required to support Board meetings and organisational events.