Operations and Administration Coordinator

Aotearoa New Zealand Association of Social Workers; Paraparaumu; On-site; NZD 34,000 - 48,000; Part time

Job summary

TCA Group in Wellington is seeking a capable and proactive Operations and Administration Coordinator to support a busy professional practice. This part-time role involves managing workflows, following up, arranging invoicing, and helping create simple systems so important tasks don’t slip.

You’ll work with the Director and team, own the administration, and have room to improve processes as the business grows.

Qualifications

• Previous administration or office coordination experience.
• Experience with workflow or job management systems is a plus.
• Attitude, initiative and the ability to learn are important.
• Professional communication with clients and colleagues.

Responsibilities

• Triage emails and assist with routine responses and follow-up.
• Coordinate job delegation and monitor workflows.
• Be a professional first point of contact for incoming calls and emails.
• Schedule meetings and help keep diaries organized.
• Follow up clients for information needed to keep projects moving.
• Keep an eye on allocated versus actual hours and help maintain forecasting information.
• Support invoicing and prepare debtor/invoicing summaries.
• Assist with payroll processing, accounts reconciliation and routine administration.
• Coordinate advertising activity and follow-up.
• Help document, tidy and improve systems, processes and SOPs.
• Support one-off administration and improvement projects.

Skills

Organisational skills

Proactive mindset

Workflow management

Communication

Invoicing

Payroll

Tools

Workflow management systems

Invoicing software

Payroll systems

Job description

Operations and Administration Coordinator

TCA Group is looking for a capable, organised and proactive person to become the behind-the-scenes support that helps our team work at its best.

This part-time Operations and Administration Coordinator position isn't a role where you'll simply sit and wait for a list of admin jobs. We're looking for someone who enjoys keeping things moving - following up, organising workflows, staying on top of communication, making sure invoices go out, and helping create simple systems so important things don't fall through the cracks.

You'll work closely with Jeremy the Director and the wider TCA Group team, taking ownership of the administration and coordination that supports a busy professional practice. As you get to know the business, there will be room to improve the way we do things and make the role your own.

What you'll be doing

Triage emails and assist with routine responses and follow-up.

Coordinate job delegation and monitor workflows through our workflow management system.

Be a professional first point of contact for incoming calls and emails.

Schedule meetings and help keep diaries and commitments organised.

Follow up clients for information needed to keep projects moving.

Keep an eye on allocated versus actual hours and help maintain clear forecasting information.

Support regular invoicing and prepare debtor/invoicing summaries.

Assist with payroll processing, accounts reconciliation and routine administration.

Coordinate advertising activity and follow-up.

Help document, tidy and improve systems, processes and SOPs.

Support one-off administration and improvement projects as the business grows.

What you will bring

Previous administration, office coordination, executive support, accounts administration or professional-services experience would be helpful. Experience with workflow/job management systems, invoicing, payroll or AI tools would be an advantage, but attitude, initiative and the ability to learn are just as important.

What's in it for you

Get genuine satisfaction from being organised and making other people's lives easier.

Notice the details, remember the follow-up and don't like loose ends.

Can work independently and use initiative rather than waiting to be told every next step.

Communicate warmly and professionally with clients and colleagues.

Are comfortable with technology and enjoy learning better ways to do things.

Can balance accuracy with momentum - you know when something needs to be perfect and when it simply needs to get done.

Like the idea of joining a growing business where your contribution will be visible and valued.

Why TCA Group

You'll be joining a business that is actively improving how it works and building for the future. For the right person, this is a chance to become a trusted part of the team, create structure around a busy practice and help free our technical people to focus on the work they do best. We are open to flexible working hours that suit you best within the workday.