PA / Project Coordinator

Madison Recruitment; Auckland; On-site; NZD 60,000 - 90,000; Full time

Benefits offered by this job

Competitive remuneration

Career progression

Job summary

Madison Recruitment is seeking a highly organised PA / Project Coordinator for a well-established New Zealand construction business in Auckland. You will support the Divisional Manager and leadership team, coordinating administrative and project activities across a busy residential division.

The role covers diary management, report preparation, meeting coordination, tender support, and records management, with a focus on accuracy and proactive problem solving.

Qualifications

• Experience as Personal Assistant, Project Coordinator, Team Coordinator, or similar role.
• Proficient in Word, Excel, Outlook and PowerPoint.
• Ability to manage competing priorities and meet deadlines.
• Professional, discreet and reliable approach.
• Strong relationship-building and collaborative working style.

Responsibilities

• Manage diaries, correspondence and key priorities for the Divisional Manager.
• Prepare reports, presentations and business documentation.
• Coordinate meetings, agendas, minutes and follow-up actions.
• Support tender submissions and project administration processes.
• Maintain project records, filing systems and business documentation.
• Assist with project tracking, reporting and coordination activities.
• Organise divisional meetings, events and training initiatives.
• Support timesheet administration, leave tracking and reporting requirements.
• Assist with Health & Safety administration and compliance documentation.
• Provide office coordination and general support to the wider team.

Skills

Microsoft Office

Project coordination

Communication

Organisation

Executive support

Job description

Are you a highly organised professional who enjoys keeping people, projects, and operations running smoothly?

We are seeking a proactive PA /ProjectCoordinator to join a well-established New Zealand construction business with a strong reputation for delivering high-quality residential and commercial projects. With decades of success behind them, this organisation has built a culture centred on teamwork, integrity, and excellence in delivery.

This is a pivotal role supporting the Divisional Manager and wider leadership team, while coordinating key administrative and project-related activities across a busy residential construction division.

About the Role

This is a varied position where no two days are the same. You’ll provide executive-level support, coordinate project and tender administration activities, and help ensure the effective day-to-day operation of the division.

Key responsibilities include:

• Managing diaries, correspondence, and key priorities for the Divisional Manager
• Preparing reports, presentations, and business documentation
• Coordinating meetings, agendas, minutes, and follow-up actions
• Supporting tender submissions and project administration processes
• Maintaining project records, filing systems, and business documentation
• Assisting with project tracking, reporting, and coordination activities
• Organising divisional meetings, events, and training initiatives
• Supporting timesheet administration, leave tracking, and reporting requirements
• Assisting with Health & Safety administration and compliance documentation
• Providing office coordination and general support to the wider team

About You

You’ll be someone who thrives on organisation, enjoys working closely with leaders, and takes pride in keeping projects and business operations on track.

To be successful in this role, you’ll bring:

• Previous experience as a Personal Assistant, Project Coordinator, Team Coordinator, or similar role
• Advanced skills across Microsoft Office, including Word, Excel, Outlook, and PowerPoint
• Strong written and verbal communication skills
• Exceptional organisational skills and attention to detail
• The ability to manage competing priorities and meet deadlines
• A professional, discreet, and reliable approach
• A proactive mindset with the confidence to take ownership and solve problems
• Strong relationship-building skills and a collaborative working style

What’s on Offer

• A varied and meaningful role with broad exposure across the business
• The opportunity to work closely with an experienced leadership team
• A supportive and collaborative team environment
• Long-term career opportunities within a successful and respected organisation
• Competitive remuneration reflecting the importance of the role

If you’re looking for an opportunity where you can combine executive support, project coordination, and operational administration in a fast-paced construction environment, we’d love to hear from you.

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