Office & Project Coordinator

Frequency; Wellington; On-site; NZD 52,000 - 68,000; Part time

Benefits offered by this job

5 weeks’ annual leave

4.5% employer KiwiSaver contribution

Enhanced parental leave

Wellbeing benefit and access to EAP

Regular team connection moments and aff

Opportunity to support both Wellington

Job summary

Frequency is seeking an organised office coordinator to support our Wellington office and project teams. You will work closely with Wellington leaders, staff and the National Office Manager to keep information, documentation, reporting and financial administration accurate and up to date.

We’re open to part-time arrangements for the right person, and the role emphasizes collaboration, proactive communication and a welcoming, well-run workplace.

Qualifications

• Previous experience in administration, office coordination or project support.
• Experience working with invoices, financial information or similar administration.
• Strong organisation, accuracy and follow-through.
• Clear, confident and professional communication.
• Confidence using Microsoft 365 and learning new systems.
• Sound judgement when handling confidential or commercially sensitive information.
• Ability to manage changing priorities and work effectively with a wide range of people.
• Experience within a project-based environment would be helpful, but it isn’t essential.
• You’ll enjoy helping others, plan ahead and communicate early when information is missing or a deadline may be at risk.

Responsibilities

• Coordinate day-to-day office requirements for Wellington and support National Office Manager.
• Provide practical administrative support to Wellington leaders and staff.
• Manage office supplies and liaise with building management, suppliers, cleaning, facilities and maintenance.
• Support office communications and contribute to a positive, connected environment.
• Help new employees settle in with workspace prep, orientation and health and safety induction.
• Provide project coordination and administration, including project setup, meetings, registers, documents and records.
• Assist with project reporting, document preparation and client deliverables.
• Support month-end invoicing, timesheet monitoring and other project financial administration.

Skills

Administration

Office coordination

Project support

Tools

Microsoft 365

Job description

What the role looks like:

Your primary focus will be helping to create an organised, welcoming and well-supported Wellington office. You’ll coordinate day-to-day office requirements and work closely with Wellington leaders and staff, as well as Frequency’s National Office Manager. Alongside this, you’ll provide practical project support where required, helping our Project Managers and project teams keep information, documentation, reporting and financial administration accurate and up to date.

We’re open to considering part-time arrangements for the right person, so if the role sounds like a good fit but you’re looking for reduced hours, we’d still love to hear from you.

What you’ll focus on:

Office coordination

• Keeping the Wellington office organised, welcoming and running smoothly
• Coordinating meetings, travel, events, facilities and other day-to-day office requirements
• Providing practical administrative support to Wellington leaders and staff
• Managing office supplies and liaising with building management, suppliers, cleaning, facilities and maintenance providers
• Supporting office communications and contributing to a positive, connected environment
• Helping new employees get settled through workspace preparation, office orientation and health and safety induction
• Keeping the National Office Manager informed of Wellington office requirements and matters needing national coordination
• Representing Wellington on the Health & Safety Committee and helping agreed local actions get completed

Project support

• Providing project coordination and administration, including project setup, meetings, registers, documents and records
• Supporting project reporting, document preparation and client deliverables
• Assisting with month-end invoicing, timesheet monitoring and other project financial administration
• Working with Project Managers, regional leaders and Finance to follow up actions, queries, missing information and upcoming deadlines

What sets you up for success:

• Previous experience in administration, office coordination or project support
• Experience working with invoices, financial information or similar administration
• Strong organisation, accuracy and follow-through
• Clear, confident and professional communication
• Confidence using Microsoft 365 and learning new systems
• Sound judgement when handling confidential or commercially sensitive information
• The ability to manage changing priorities and work effectively with a wide range of people
• Experience within a project-based, construction, infrastructure or professional-services environment would be helpful, but it isn’t essential.
• More importantly, you’ll be someone who enjoys helping others, plans ahead and communicates early when information is missing or a deadline may be at risk. You’ll be comfortable taking ownership, while asking for guidance when office, project and invoicing priorities compete.

How we work:

We’re office-first because being together helps us build relationships, solve problems and support one another. For this role in particular, being present and connected in our Wellington office is an important part of creating a welcoming and well-organised workplace.

You’ll work closely with our Wellington leaders and project professionals, while also connecting regularly with our National Office Manager. You’ll become a trusted point of contact across the office, helping people stay connected and ensuring day-to-day office and project requirements are well coordinated.

What you’ll get:

• 5 weeks’ annual leave
• A 4.5% employer KiwiSaver contribution
• 5 weeks' annual leave
• 4.5% employer KiwiSaver contribution
• Enhanced parental leave
• Wellbeing benefit and access to EAP for you and your whānau
• Regular team connection moments and events
• The opportunity to support both our Wellington office and meaningful project work