Office Administrator / Receptionist

Aotearoa New Zealand Association of Social Workers; Auckland; On-site; NZD 55,000 - 75,000; Full time

Job summary

Special in Auckland seeks a proactive Office Administrator to manage front of house, reception and general office duties. You will keep the office running smoothly, coordinate meetings, catering, IT setup and onboarding/offboarding, while supporting health & safety and facilities needs.

You will join a busy, collaborative team that values initiative, organisation and clear communication, with opportunities to lead social events and enhance the office culture.

Qualifications

• Proven experience in an office administration, reception role or similar.
• Experience juggling multiple priorities in a complex office environment.
• Experience across reception, IT, office administration and events.
• Ability to switch between tasks quickly and accurately.
• Detail oriented, highly organised, enthusiastic and punctual.
• You are proactive, self-motivated and independent, taking ownership.
• Strong communication with diverse stakeholders.
• Positive energy and willingness to get involved.

Responsibilities

• Front of house and reception duties to greet visitors and manage space.
• Office administration to keep supplies, cleanliness and processes up to date.
• Coordinate catering, meeting room tech, inductions and off-boarding tasks.
• Facilities management liaison with property manager and leadership teams.
• Coordinate in-house social events and office culture activities.

Skills

Office administration

Reception

Multi-tasking

Detail oriented

Organised

Communication

Independent work

Proactive

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!