Office Administrator (Fixed-Term Parental Leave Cover)

Safety Solutions Ltd; Taranaki; On-site; NZD 45,000 - 58,000; Full time

Job summary

Safety Solutions Ltd in New Plymouth, New Zealand, is seeking an Office Administrator to cover parental leave on a fixed-term basis. The role offers flexible hours (between 25 and 35 hours per week) from January 2027 to December 2027, supporting training, CRM, finance reporting and general office tasks.

You'll coordinate course materials, assist with travel and invoicing, maintain records in Xero and CRM, and help keep the office running smoothly.

Qualifications

• Previous experience in an administration, coordination, or office support role.
• Strong organisational and communication skills.
• Comfortable handling multiple tasks and deadlines.

Responsibilities

• Support day-to-day accounts administration in Xero, incl. reconciliations, coding, A/P and draft invoicing.
• Prepare finance and project reports; keep project information up to date.
• Coordinate course materials and learner communications.
• Prepare for in-person courses, including printing, resources, catering.
• Book staff travel and accommodation; reconcile costs.
• Support day-to-day office operations, stock, supplies and upkeep.
• Maintain accurate CRM/project/learner/course data.
• Monitor shared inboxes; respond and escalate complex queries.

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

CRM system

Xero

LinkedIn for business

Job description

Office Administrator (Fixed-Term Parental Leave Cover)

Safety Solutions is Australasia's leading process safety consultancy and training provider. Our consultants and engineers help clients across Australia and New Zealand identify, assess and manage hazards and risks in industries including geothermal, oil and gas, chemicals, dairy, renewables, emerging technologies, and pulp and paper. This work protects people, assets and the environment while supporting safer, more sustainable operations.

Behind that technical work is a dedicated support team that keeps our training, finance, marketing and administration functions running smoothly. We're looking for someone who enjoys variety, takes pride in getting things right, and likes helping others succeed.

About the Role

We are looking for an Office Administrator to join our New Plymouth team on a fixed-term basis to provide parental leave cover.

This role includes between 25 and 35 hours spread across the whole week from mid-January 2027 until mid-December 2027.

No two days are quite the same. You might help coordinate an upcoming training course, respond to customer enquiries, arrange travel, update CRM records or assist with finance reporting. Priorities can change quickly, so you'll need to adapt, focus on what's most important and help wherever needed.

Some of your responsibilities will include:

• Supporting day-to-day accounts administration in Xero, including reconciliations, coding, accounts payable and draft invoicing
• Preparing finance and project reports and helping keep project information up to date
• Coordinating course materials, learner communications and other training administration
• Helping prepare for face-to-face courses, including printing, packing resources and coordinating catering
• Booking staff travel and accommodation and reconciling related costs
• Supporting the day-to-day running of the office, including stock purchases, kitchen upkeep, organising supplies and other practical tasks that help keep things running smoothly
• Maintaining accurate client, project, learner and course information in our systems
• Monitoring shared inboxes, responding to enquiries and escalating more complex matters

About You

You’ll enjoy this role if you're organised, proactive and comfortable balancing planned work with unexpected requests. You'll notice what needs doing, take ownership of tasks and help keep things running smoothly behind the scenes.

Ideally, you'll have experience in the following areas:

Previous experience in an administration, coordination, or office support role

Strong Microsoft Office skills, particularly Word, Excel and Outlook

Experience using a CRM system

Familiarity with social media (LinkedIN) for business or promotional purposes

You’ll also be:

Well organised and methodical

Able to prioritise tasks and manage multiple deadlines

Comfortable working independently and taking initiative

Detail focused and accurate in your work

A clear and effective communicator, with strong written and verbale English skills

Customer-service focused

Supportive, collaborative and willing to help wherever needed

You don't need to tick every box. If you're organised, adaptable, enjoy learning new things and are excited by the variety this role offers, we'd still love to hear from you.

Why Join Us?

At Safety Solutions, you'll join a close-knit team within a respected and growing specialist consultancy. Although this is a temporary role, you'll be trusted with meaningful work and play an important part in creating a positive experience for our people and clients.

You'll gain experience across several areas of the business and collaborate with experienced consultants and support colleagues across Australia and New Zealand.

We value flexibility, work-life balance, and a supportive environment where people are trusted to do their best work.

This is an exciting opportunity to join the growing Safety Solutions team, learn across different areas of the business and make a meaningful contribution as we continue providing a high level of support to our clients and people.

To learn more about Safety Solutions and the work we do, visit our website https://www.safetysolutions.co.nz/about/.