Project Administration

Stellar Recruitment; Canterbury; On-site; NZD 42,000 - 70,000; Full time

Benefits offered by this job

KiwiSaver

On-site parking

Health insurance

Social club

Job summary

Stellar Recruitment is seeking an on-site administrator to support multiple technical teams in a Canterbury-based design consultancy. You will coordinate project documentation and keep office operations running smoothly.

You will assist senior staff, help with Building Consent filings, and manage general admin and invoicing processes. This role suits someone who enjoys variety and a busy project environment.

Qualifications

• Experience coordinating multiple project streams and documentation.
• Ability to maintain organised administrative systems and file management.
• Strong communication and relationship-building with project stakeholders.

Responsibilities

• Produce project documentation including reports, specifications and minutes.
• Provide admin support to senior technical staff across projects.
• Prepare and lodge Building Consent applications and amendments.
• Support general office admin, reception, and meeting coordination.
• Assist with monthly invoicing and entering creditor invoices.

Skills

Project coordination

Communication

Organizational skills

Proactive work style

Team collaboration

Tools

Microsoft Word

Microsoft Excel

MS Office

Job description

Benefits

• Up to $70,000, KiwiSaver, on-site parking and health insurance
• 40 hours per week, flexible start time from 7.30am
• Social club, corporate day out, focus on health and well-being, EAP
• Exceptional professional team, training & development, supportive and fun

Our client

Our client is a respected New Zealand design consultancy known for delivering high quality structural, civil, and architectural solutions across commercial and industrial projects. They offer an integrated in house team that provides fully coordinated design services, giving clients a smooth and efficient experience from concept through to delivery. With strong long term industry partnerships and a reputation for practical, cost effective solutions, this is an organisation where collaboration, innovation, and professional growth are genuinely supported.

About the role

Reporting to the Business Service Manager, this on-site role plays a key part in keeping projects and office operations running smoothly. You will support multiple technical teams by coordinating project documentation. You will help with general office tasks, client interaction, and maintaining organised administrative systems. This position is ideal for someone who enjoys variety, thrives in a busy project environment, and takes pride in keeping teams aligned and on track.

Key Responsibilities

• Produce project documentation including technical reports, specifications, letters, meeting minutes, producer statements and project planning
• Provide administrative support to senior technical staff across multiple projects
• Prepare and lodge Building Consent applications and amendments
• Support general office administration including filing, scanning, reception, and coordinating meetings
• Assist managers with preparing monthly invoicing, prepare client invoices, and enter creditor invoices into internal cost systems
• Maintain consistent administrative processes and high standards across all work
• Focused on continuous improvement and productivity to support strategic growth

Skills and Experience

• Demonstrate experience in project coordination
• Support timely and high-standard project delivery with a proactive approach
• Intermediate – Advanced Microsoft Office suite, Word and Excel
• Apply sound commercial judgment and financial awareness
• Show initiative and self-direction in anticipating team needs
• Maintain accuracy and structure through strong organisational skills
• Communicate clearly and build positive working relationships
• Work independently while contributing to a collaborative team environment

Please note, only NZ Residents or Citizens will be considered for this permanent position.