Office Manager/Executive Assistant

Gentrack Limited; Auckland; On-site; NZD 70,000 - 95,000; Full time

Job summary

Gentrack Limited in Auckland seeks an Office Manager & Executive Assistant who thrives in a busy, people-focused environment. You will run daily office operations, provide VIP guest experiences, and support leaders with diary and travel coordination while ensuring a smooth, well-organised workplace.

This blended role prioritises in-office presence, facility management, health and safety, CSR events, and occasional executive support for the leadership team.

Qualifications

• A proven background in office management, facilities, secretarial or property management – ideally with some executive/administrative support experience.
• Strong organisation, time management and prioritisation skills, with the ability to handle a complex workload.
• Confident Microsoft suite skills – Word, Excel and Outlook.

Responsibilities

• Be a consistent, friendly presence in the office – the go-to person who helps our people and our workplace run at their best every day.
• Manage the daily functions of your local assigned office(s). Deal with all correspondence and answer general enquiries over email, ensuring telephone coverage during business hours.
• Provide guides to enable our people to connect globally, including guidance on how to manage their hotel and travel bookings.
• Proactively maintain office equipment and supplies so the office always feels ready and well cared for.
• Meet and greet clients and visitors – welcoming, registering and directing them appropriately and providing a high-end VIP experience.
• Manage facilities and maintenance issues or requests, coordinating with building management or external suppliers.

Skills

Office management

Facilities management

Executive support

Diary management

Budgeting

Vendor management

Microsoft Office

Tools

Microsoft 365

Travel booking systems

Job description

About Gentrack
Gentrack is a publicly listed software company and provides leading utilities across the world with innovative cleantech solutions. The global pace of change is accelerating, and utilities need to rebuild for a more sustainable future. Working with some of the world’s biggest energy and water companies, as well as innovative challenger brands, we are helping companies reshape what it means to be a utilities business. We are driven by our passion to create positive impact. That is why utilities rely on us to drive innovation, deliver great customer experiences and secure profits. Together, we are renewing utilities.
Our Values and Culture
Colleagues at Gentrack are one big team, working together to drive efficiency in two of the planet’s most precious resources, energy and water. We are passionate people who want to drive change through technology and believe in making a difference. Our values drive decisions and how we interact and communicate with customers, partners, shareholders, and each other. Our core values are:

• Respect for the planet
• Respect for our customers
• Respect for each other

We are a team that shares knowledge, asks questions, raises the bar, and are expert advisers. At Gentrack we care about doing honest business that is good for not just customers but families, communities, and the planet. Gentrackers continuously look for a better way and drive quality into everything they do. This is a truly exciting time to join Gentrack with a clear growth strategy and a world class leadership team working to fulfil Gentrack’s global aspirations by having the most talented people, an inspiring culture, and a people centric business.

The Opportunity
This is a people-first, on-the-ground role at the heart of our Gentrack NZ office. More than anything, we are looking for someone who loves being present in the office and who takes genuine pride in making Gentrack a great place to come to work – welcoming, energised, well-run, and full of life.
The Office Manager & Executive Assistant ensures our offices run smoothly so that our people have a great environment to work and collaborate in. The role spans a wide range of important activities – from providing a VIP experience for our guests, to proactive facilities management, to playing an active role in our social and corporate responsibility initiatives and office events. Alongside this, the role provides Executive Assistant support to our leaders from time to time, flexing up when the business needs it.
If you are the kind of person who notices the small things that make a workplace feel special, who thrives on being the friendly, dependable face people turn to, and who brings warmth and order in equal measure – this role is for you.

Role Split & Focus
This is a blended role. The large majority of your time is spent running the office and creating a great workplace experience; a smaller portion flexes into Executive Assistant support for our leadership team as and when required.

• 80% Office Manager Running the office day-to-day, VIP guest experience, facilities, suppliers, health & safety, culture, events and CSR – being present and making Gentrack a great place to come to work.
• 20% Executive Assistant Supporting our leaders from time to time with diary and travel coordination, meetings, document preparation and confidential administrative support – flexing up when the business needs it.

The 80/20 split is a guide, not a hard line. Some weeks will be heavier on events or facilities; others will call for more Executive Assistant support around key meetings, quarterly cycles, or Board and Investor activity. Flexibility and good judgement about where you are most needed are part of the role.

Description About Gentrack
Gentrack is a publicly listed software company and provides leading utilities across the world with innovative cleantech solutions. The global pace of change is accelerating, and utilities need to rebuild for a more sustainable future. Working with some of the world’s biggest energy and water companies, as well as innovative challenger brands, we are helping companies reshape what it means to be a utilities business. We are driven by our passion to create positive impact. That is why utilities rely on us to drive innovation, deliver great customer experiences and secure profits. Together, we are renewing utilities.
Our Values and Culture
Colleagues at Gentrack are one big team, working together to drive efficiency in two of the planet’s most precious resources, energy and water. We are passionate people who want to drive change through technology and believe in making a difference. Our values drive decisions and how we interact and communicate with customers, partners, shareholders, and each other. Our core values are:

• Respect for the planet
• Respect for our customers
• Respect for each other

We are a team that shares knowledge, asks questions, raises the bar, and are expert advisers. At Gentrack we care about doing honest business that is good for not just customers but families, communities, and the planet. Gentrackers continuously look for a better way and drive quality into everything they do. This is a truly exciting time to join Gentrack with a clear growth strategy and a world class leadership team working to fulfil Gentrack’s global aspirations by having the most talented people, an inspiring culture, and a people centric business.

The Opportunity
This is a people-first, on-the-ground role at the heart of our Gentrack NZ office. More than anything, we are looking for someone who loves being present in the office and who takes genuine pride in making Gentrack a great place to come to work – welcoming, energised, well‑run, and full of life.

The Office Manager & Executive Assistant ensures our offices run smoothly so that our people have a great environment to work and collaborate in. The role spans a wide range of important activities – from providing a VIP experience for our guests, to proactive facilities management, to playing an active role in our social and corporate responsibility initiatives and office events. Alongside this, the role provides Executive Assistant support to our leaders from time to time, flexing up when the business needs it.

If you are the kind of person who notices the small things that make a workplace feel special, who thrives on being the friendly, dependable face people turn to, and who brings warmth and order in equal measure – this role is for you.

Role Split & Focus
This is a blended role. The large majority of your time is spent running the office and creating a great workplace experience; a smaller portion flexes into Executive Assistant support for our leadership team as and when required.

• 80% Office Manager Running the office day-to‑day, VIP guest experience, facilities, suppliers, health & safety, culture, events and CSR – being present and making Gentrack a great place to come to work.
• 20% Executive Assistant Supporting our leaders from time to time with diary and travel coordination, meetings, document preparation and confidential administrative support – flexing up when the business needs it.

The 80/20 split is a guide, not a hard line. Some weeks will be heavier on events or facilities; others will call for more Executive Assistant support around key meetings, quarterly cycles, or Board and Investor activity. Flexibility and good judgement about where you are most needed are part of the role.

Your Key Responsibilities The Specifics – Office Management (80%)
Office operations & presence

• Be a consistent, friendly presence in the office – the go‑to person who helps our people and our workplace run at their best every day.
• Manage the daily functions of your local assigned office(s).
  Deal with all correspondence and answer general enquiries over email, ensuring telephone coverage during business hours.
• Provide guides to enable our people to connect globally, including guidance on how to manage their hotel and travel bookings.
• Proactively maintain office equipment and supplies such as kitchen and stationery items so the office always feels ready and well cared for.

Guest & reception experience

• Meet and greet clients and visitors – welcoming, registering and directing them appropriately and providing a high‑end, seamless VIP experience.
• Manage the full guest journey, from registration with building security, to ensuring meeting requirements are pre-arranged, to a smooth departure from our offices.

Facilities & suppliers

• Proactively manage all facilities and maintenance issues or requests, coordinating with building management or external suppliers to resolve any issues quickly.
• Proactively manage suppliers, including reviewing prices and rates to ensure we have the best value for money and the best service.
• Proactively source and promote preferred suppliers in the region in respect to the travel policy.
• Own facilities budgeting for the office, tracking spend and finding smart, sustainable efficiencies.

Health, safety & compliance

• Ensure the office emergency plan and Health and Safety regulations are adhered to and kept up to date.
• Champion a safe, comfortable and compliant working environment for everyone on‑site and for our visitors.

Culture, events & CSR

• Play an active role in making Gentrack a great place to come to work – bringing energy, warmth and a sense of occasion to the office.
• Ensure corporate responsibility initiatives in line with our Respect for the planet value are incorporated into the office, such as reducing waste.
• In partnership with the relevant social committees, coordinate team events and office celebrations that support our diversity and inclusion strategy.
• Coordinate the purchasing and management of lunches and events relating to customers, quarterlies and Board / Investor meetings – in partnership with the Team EA – including quarterly company meetings, Christmas events and board meetings.

The Specifics – Executive Assistant Support (20%)
From time to time, and flexing up when the business needs it, you will provide Executive Assistant support to members of our leadership team. This is a valued part of the role and calls for discretion, polish and excellent organisation.

• Provide diary and calendar support – scheduling and coordinating meetings, resolving clashes and protecting leaders’ time.
• Coordinate domestic and international travel, accommodation and itineraries, in line with the travel policy.
• Organise and prepare for leadership and stakeholder meetings – agendas, papers, logistics, catering and follow‑up actions.
• Prepare, format and proof documents, presentations and correspondence to a high standard.
• Support the preparation and smooth running of quarterly company meetings, Board and Investor meetings, working closely with the Team EA.
• Handle expenses, purchase orders and basic administrative tasks on behalf of the leaders you support.
• Act as a trusted point of contact, handling sensitive and confidential information with the highest levels of professionalism and discretion.
• Partner effectively with the EAs, ICT, Marketing and the PX teams and their key stakeholders when necessary and as directed.

What We’re Looking For: Experience & skills

• A proven background in office management, facilities, secretarial or property management – ideally with some executive/administrative support experience.
• Strong organisation, time management and prioritisation skills, with the ability to handle a complex, varied workload.
• Confident Microsoft suite skills – Word, Excel and Outlook.
• Experience in facilities management and budgeting, plus operational and property management skills.
• Procurement and negotiation skills, with experience dealing with varied stakeholders including suppliers and third‑party contractors.
• Experience providing diary, travel and meeting coordination support is a strong advantage.

The kind of person you are

• People‑first and genuinely energised by being present in the office and helping to make it a great place to come to work.
• Warm, approachable and service‑minded – you love creating a welcoming VIP experience for colleagues and guests alike.
• A natural relationship‑builder with strong interpersonal and networking skills, able to lead, motivate and partner with others.
• Able to maintain the highest levels of confidentiality and professionalism when dealing with sensitive information.
• Confident in your decision making, with initiative and a problem‑solving aptitude.
• Energised by a challenging role within a complex, fast‑paced environment.
• Takes immense pride in their work, demonstrating accuracy and excellent attention to detail.

What We Can Offer You This will be a role offering constant learning, working as part of a committed and collaborative team. We are very passionate about what we do and, therefore, the successful candidate will be focused and capable of delivering in a fast‑paced and time‑constrained environment.

Gentrack want to work with the best people, no matter their background or qualifications. So, if you are passionate about learning new things, have great experience, talent, and passion and are keen to join the mission, you will fit right in.