Project Administator

Aspect Furniture Systems Limited; Wellington; On-site; NZD 60,000 - 75,000; Full time

Job summary

Aspect Furniture Systems Limited in Wellington seeks an experienced Project Administrator to become the trusted right hand to our National Project Manager. You will help keep projects organised, inform customers, track deadlines, and move initiatives forward with a proactive, detail-oriented approach.

You'll own day-to-day coordination behind successful projects, ensuring orders are complete, deliveries scheduled, and documentation is in place.

Qualifications

• 3+ years' administration, project administration, or coordination experience.
• Highly organised, detail-focused, and able to juggle multiple priorities and deadlines.
• Fanatical about follow-up; you don't assume, you check, chase, and close the loop.

Responsibilities

• Be the customer champion — act as a key point of contact throughout the order and project lifecycle.
• Own the detail — review and process sales orders, ensuring information is complete and accurate.
• Keep small projects moving — plan and coordinate jobs from order receipt through delivery and completion.
• Coordinate direct-to-site (DTS) jobs — confirm product, documentation, delivery details, and site requirements.
• Be the National Project Manager's wingman — support planning, coordination, documentation and follow-up.
• Keep everything organised — maintain accurate project records, schedules, and documentation.
• Stay ahead of deadlines — track actions and milestones and follow up with the right people.

Skills

Admin experience

Project coordination

Communication

Organisation

Job description

Aspect Furniture Systems Limited - Wellington Central, North Island

Are you the person who spots what needs doing before anyone else has to ask? The one who keeps projects moving, follows things through, remembers the details, and doesn't let anything fall through the cracks?

We're looking for an experienced Project Administrator superstar to join our team and become the trusted right hand to our National Project Manager.

This is much more than an administration role. You'll play a key part in keeping projects organised, customers informed, deadlines on track, and the wider team moving in the right direction.

Working closely with the National Project Manager, you'll take ownership of the day-to-day coordination and administration that sits behind successful projects. Your support will allow the National Project Manager to stay focused on project delivery, client relationships, commercial outcomes, and strategic priorities.

If you're highly organised, naturally proactive, excellent at follow-up, and take genuine pride in getting things done properly and on time, we'd love to hear from you.

What you'll be doing

Be the customer champion - act as a key point of contact throughout the order and project lifecycle, responding to enquiries by phone and email with professionalism, urgency, and a solutions-focused approach.

Own the detail - receive, review, and process sales orders, making sure all information is complete, accurate, and ready for the next stage.

Keep small projects moving - plan and coordinate jobs from order receipt through production, delivery, and completion.

Coordinate direct-to-site (DTS) jobs - make sure product, documentation, delivery details, and site requirements are confirmed before anything leaves our facility.

Be the National Project Manager's wingman - proactively support project planning, coordination, documentation, communication, and follow-up.

Keep everything organised - maintain accurate project records, schedules, job information, and supporting documentation.

Stay ahead of deadlines - track actions, milestones, and commitments and follow up with the right people to keep everything on track.

Keep customers informed - monitor production progress and communicate any delays, changes, or potential issues that could affect delivery.

Take care of purchasing - raise and manage purchase orders for project materials, services, and other requirements within agreed timeframes.

See things through - coordinate warranty, remedial, and rectification requests through to completion.

About You

3+ years' administration, project administration, or coordination experience.

Highly organised, detail-focused, and able to juggle multiple priorities and deadlines.

Fanatical about follow-up; you don't assume, you check, chase, and close the loop.

Proactive and naturally stays one step ahead of what needs to happen.

Communicates confidently and professionally with customers, colleagues, suppliers, and stakeholders.

Has a positive, can-do attitude and enjoys being part of a collaborative team.

Takes ownership of commitments and gets things done right and on time.

Experience in project administration, manufacturing, construction, engineering, or commercial interiors would be highly regarded.

About Us

Aspect Furniture is a New Zealand-owned commercial furniture company with over 40 years of industry experience across New Zealand and Australia. We design and manufacture a large proportion of our product range locally, working across workplace, education, hospitality, and public sector environments.

Our team works closely across design, manufacturing, and customer-facing departments, giving designers the opportunity to be involved throughout the full product development process.

What we offer

A varied role where no two days or projects are exactly the same.

Ongoing learning and development, with opportunities to broaden your technical and commercial capability.

A supportive, collaborative team where initiative and ownership are valued.

A competitive salary package aligned with your experience, capability, and impact.