Office Manager

Ace Electrics Group Limited; Palmerston North; On-site; NZD 72,000 - 88,000; Full time

Job summary

Ace Electrics Group Limited in Palmerston North is seeking an Office Manager who genuinely enjoys people, stays organised and keeps things moving in a busy office. You’ll be the welcoming first point of contact, help coordinate jobs and ensure information flows to customers and colleagues.

You might already be an Office Manager, or an experienced Office Administrator ready to step up and take greater ownership. Training in Fergus and Xero will be provided.

Qualifications

• Experience in office administration and customer service.
• Strong organisation and ability to manage competing priorities.
• Comfortable working with field team and chasing information.
• Accurate invoicing, job records and reporting.
• Proficiency in Microsoft Outlook, Word and Excel.
• Initiative and problem-solving with sound judgement.

Responsibilities

• Handle calls and enquiries, manage the inbox and bookings.
• Coordinate schedules with operations, order gear, track deliveries.
• Check quotes for completeness, send quotes and invoices.
• Follow up overdue accounts and maintain records.
• Keep job information accurate with timesheets and KPI reports.
• Maintain health and safety records and inductions.
• Keep the office organised and support admin.
• Document procedures and explore AI/tools to improve.

Skills

Office administration

Customer service

Organisation

Communication

Problem-solving

Tools

Fergus

Xero

Outlook

Word

Excel

Job description

40 hours per week | Salary up to $80,000, depending on experience

Great with people. Brilliant at getting things sorted.

You remember the customer who needs a call back. You follow up the missing detail. And when you say you’ll sort something, you do.

We’d like you on our team.

Ace Electrics is looking for an Office Manager who genuinely enjoys people, takes pride in being organised and keeps things moving in a busy environment.

You might already be an Office Manager, or you might be an experienced Office Administrator ready to step up and take greater ownership.

About Ace Electrics

We’re a well-established, family-owned electrical business in Palmerston North. Our values are Trust, Attitude and Reputation: honest advice, clear communication, respect for people and pride in the work.

Our office plays a big part in the experience customers have with us. We want someone who cares about that experience and enjoys working closely with our field team.

The role

This is a strongly customer-facing position with plenty of interaction throughout the day. You’ll be a welcoming first point of contact, help coordinate jobs and make sure customers and colleagues have the information they need.

You’ll report to Chris McPhee, General Manager, and take ownership of the daily office workflow. Priorities will change, phones will ring and the team will need answers. You’ll need to stay organised, communicate clearly and follow things through.

What you’ll do

Look after customers: handle calls and enquiries, manage the inbox, communicate bookings and changes, and follow up commitments.

Keep jobs moving: coordinate schedules with the operations team, order agreed gear and materials, track deliveries and follow up delays.

Support quotes and invoicing: help check quotes for completeness and presentation, send approved quotes, and create accurate customer invoices.

Follow up overdue accounts: communicate professionally, maintain clear records and elevate concerns or disputes.

Keep job information accurate: chase timesheets and materials records, maintain job back-costing and prepare operational KPI reports.

Support health and safety administration: maintain records and follow up induction, training and other paperwork as directed.

Keep the office organised: maintain records and support management with meetings, correspondence and everyday administration.

Improve how we work: help document procedures, reduce double handling and explore practical uses for approved technology and AI.

What you’ll bring

Most importantly, you genuinely like working with people. You’re warm and approachable, listen carefully and are comfortable following up when something needs sorting out.

You’ll also bring

Strong office administration and customer service experience.

Excellent organisation and the ability to manage competing priorities.

Confidence working with a field team and chasing information and agreed actions.

Accuracy and attention to detail in invoicing, job records and reporting.

Good Microsoft Outlook, Word and Excel skills.

Initiative, practical problem-solving and sound judgement about when to ask for help.

Reliability, discretion and a positive approach.

Interest in technology, AI and finding more efficient ways to work.

A background in a trade or construction business is preferred. Experience with Fergus or a similar job management system, and customer invoicing in Xero, would be useful. Training in our systems and procedures will be provided.

You’ll have a varied role with a clear connection to the customers we serve and the work our team delivers. Your organisation, follow-through and ideas will make a difference every day.

For an experienced administrator ready to step up, this is an opportunity to take greater ownership with training in our systems. For an established Office Manager, it’s a chance to bring your experience to a business that values good people and practical improvements.

Ready for your next step?