Office Manager & Project Co-ordinator

Drive Project Management Limited; Tauranga; Hybrid; NZD 70,000 - 110,000; Full time

Benefits offered by this job

Competitive salary

Paid CBD parking

Health insurance

Hybrid working by arrangement

Job summary

Drive Project Management Limited is seeking a proactive administrator with project experience to support the Director, manage finance tasks in Xero, and streamline admin across the team.

You will own systems, dashboards and processes, contributing to a lean operation with regular improvement cycles. A hybrid work arrangement is available, with a focus on turning ideas into repeatable workflows.

Qualifications

• Solid experience in a project-based environment such as construction, trades, engineering or professional services.
• Strong Xero knowledge and accounts administration.
• Hands-on coordination across multiple admin tasks and teams.
• Proactive problem solving with a solutions mindset.
• Owner mindset: see tasks end-to-end and deliver improvements.

Responsibilities

• Take day-to-day tasks from the Director including diary, travel, meetings and action lists.
• Back project managers with document control, reports, minutes and schedules.
• Run monthly invoicing, timesheets, Xero, debtors and forecasting.
• Keep sales and clients moving through proposals, CRM and marketing follow-ups.
• Hold the office together with compliance, IT, suppliers and safety.
• Own and improve internal systems, dashboards, and quarterly business improvements.
• Help shape team rhythm, culture, meetings and communication flow.

Tools

Xero

CRMs

Project Works

Dashboards

AI implementation

Admin coordination

Job description

Drive PM is a boutique client-sided construction project management company that steer and navigate the project team through strong project leadership. Our pro‑active, thorough and hands on experience allows our clients to have the confidence in Drive to deliver the project they have entrusted to us.

About the role

This is a rare one: the chance to shape how Drive PM works, grows and feels day to day. We are a lean operation with big plans, and we're looking to refresh with smart systems, clear rhythms, consistent ways of working and a team culture people want to be part of. The person we hire will have their fingerprints on all of it - the systems, the standards and the efficiencies. This is not a seat-warmer role. We want a go-getter -someone who spots the gap, brings the fix, and closes it out before anyone has to chase.

This will suit someone who sees a blank space and wants to turn it into something humming, not someone waiting for a fully established role to slot into. If that’s you, read on.

You will be close to the Director, across the detail, and trusted to turn ideas into repeatable ways of working that make the whole team more efficient, consistent and ready to grow.

Key responsibilities

Take the day-to-day off the Director: diary, travel, meetings, action lists, chasing and anticipating what's coming

Back the project managers: document control, reports, minutes and schedules

Run the financial admin: monthly invoicing, timesheets, Xero, debtors, resourcing and forecasting and monthly reporting

Keep sales and clients moving: proposals and fee submissions, CRM and pipeline, follow-ups, LinkedIn and marketing

Hold the office together: compliance, IT and suppliers, Health & Safety, onboarding, and events

Own our systems and improve them: lead internal admin for our CRM, build the dashboards, AI implementation, and deliver at least one business improvement every quarter

Shape our team rhythm and culture: help build the team rhythm, connection and culture that makes the business hum: the meetings, celebrations, communication flow, rituals and everyday energy that help people feel organised, included and ready to do great work

About you

You have solid experience in a project-based environment such as construction, trades, engineering or professional services would be a bonus

You know the ins and outs of Xero

You're an admin boss and coordination is your middle name

You bring energy to the team and care about the vibe of the office

You bring recommendations and solutions, not just problems

You own things end to end and close them out

You're genuinely comfortable with systems and tech (Xero, CRMs, Project Works, dashboards, AI) and like making them work for you

You want to help build something, not just clock in and out

Attitude, drive, ambition and organisation matter most

Full-time, permanent role, 40 hours per week

• Competitive salary, negotiable based on skills and experience
• Paid CBD parking
• Health insurance
• Hybrid working by arrangement