Office Administrator / Receptionist

Special Group Ltd; Auckland; On-site; NZD 52,000 - 68,000; Full time

Benefits offered by this job

Coffee on tap

Endless dogs at office

Social events and staff lunches

Job summary

Special Group Ltd seeks an organized Front of House & Office Administrator to keep the office running smoothly at 202 Ponsonby Road. You will greet visitors, manage the reception area and assist with essential admin tasks, catering for meetings, and health & safety coordination.

You’ll work across facilities and events, coordinating with the property manager and leadership teams to ensure the building’s needs are met and staff have what they require to perform well in a dynamic agency setting.

Qualifications

• Proven experience in an office administration, reception role or similar.
• Experience working in a complex office environment juggling multiple priorities.
• Experience covering reception, IT, office administration and events.
• Ability to switch between tasks at pace and with ease.
• Detail oriented, highly organised, punctual and proactive.
• Strong and engaging communication across stakeholders.

Responsibilities

• Front of house and reception: maintain a tidy, welcoming space for visitors and suppliers.
• Office administration: keep supplies, arrange catering, inductions, health & safety, and staff needs.
• Facilities management: coordinate maintenance with property manager and building owners.
• Office culture and social events coordination: plan and run internal events such as staff lunches and celebrations.

Skills

Office administration

Reception

IT support

Event coordination

Task switching

Detail orientation

Organisation

Punctuality

Proactive

Communication

Job description

The role

This is a fast-paced and varied role that requires impeccable organisational skills, the ability to switch between and prioritise tasks with ease, and strong communication skills.

You will act as the glue that keeps Special together ensuring the office is running smoothly at all times - from emptying dishwashers to greeting clients, you will be across it all.

What you’ll do

Front of house and reception

You are the first person a visitor sees! We need you to ensure the front of house / reception area is a tidy and welcoming space for all visitors - clients and suppliers alike

Office administration

This is a fast-paced and varied role. You will be the key person keeping the office together; ensuring all supplies are maintained, the office is clean and tidy and all staff have what they need to do their jobs well - from post-its to coffee beans

You will manage catering for meetings, meeting room tech, inductions for new starters, off-boarding for leavers and Health & Safety - among other things

Facilities management

You will be the key contact for all property related maintenance and issues, working closely with the property manager, landlord and internal leadership teams to ensure the needs of the building at 202 Ponsonby Road are met effectively and efficiently

Office culture & social event coordination

You will work closely with the Executive Assistant on the coordination and running of in-house social events such as Pride Week, Matariki, Monthly staff lunches etc. ensuring everything is planned in advance and runs smoothly

What we’re looking for

Proven experience in an office administration, reception role or similar

Experience working in a complex office environment juggling multiple priorities

Experience working in a varied role that covers a wide range of areas including reception, IT, office administration and events

Ability to switch between tasks at pace and with ease

Detail orientated, super organised, enthusiastic and punctual

You are a proactive, self-motivated, and independent worker who takes ownership of their role - you’ll be comfortable working independently, identifying what needs attention, and taking the initiative to keep things moving without being asked

Strong and engaging communication skills - you’ll have the ability to engage with and communicate with a wide range of people; from senior stakeholders to every day suppliers

Most importantly you’ll have a positive energy and be willing to get stuck in on anything

Why Special?

Special is a progressive creative company with an open, inclusive culture.

For nearly two decades we’ve created award-winning brands and experiences across global markets and various categories – from FMCG to arts & culture, and innovative startups to government agencies.

We have a bustling agency culture with coffee on tap, lots of fun social events and endless dogs. Come and join us!

For more info or any questions please email ***********@specialgroup.co.nz