Project Administrator

West Facility Maintenance; Auckland; On-site; NZD 55,000 - 75,000; Full time

Job summary

West Facility Maintenance in Auckland is seeking a proactive Project Administrator to support the planning, coordination and delivery of our maintenance projects. You will work closely with project managers, technicians, suppliers and clients to keep everything organised and on track.

If you are highly organized, detail‑oriented and comfortable juggling multiple priorities, this hands‑on role offers real growth in project administration and facilities management within a fast‑growing company.

Qualifications

• Experience in project administration, coordination or similar role.
• Experience within facilities, construction, maintenance or related industry advantageous.
• Strong organisational and time-management skills; attention to detail.

Responsibilities

• Coordinate planning and delivery of maintenance projects.
• Schedule technicians, contractors and site activities.
• Prepare and maintain project documentation, records and reports.
• Track project progress, milestones and outstanding actions.
• Liaise with clients, suppliers, contractors and internal teams.
• Assist with quotations, purchase orders and invoices.
• Monitor project costs and required approvals.
• Maintain accurate job and compliance records.
• Assist with health & safety and project compliance requirements.
• Follow up outstanding information and actions.
• Identify issues early and propose practical solutions.
• Support continuous improvement of project administration.

Skills

Project administration

Coordination

Time management

Attention to detail

Communication

Microsoft Office

Multi-tasking

Problem solving

Independence

Education

Administration qualification

Business qualification

Project management qualification

Tools

Microsoft Office

Job description

West Facility Maintenance is a fast-growing facilities and maintenance company providing customers with a one-stop solution for a wide range of maintenance services.

We are a growing business with strong B2B relationships and an exciting pipeline of work across the facilities and maintenance sector. As we continue to expand, we are looking for a Project Administrator who wants more than just a job — someone who wants to develop their skills, take ownership, and grow alongside the business.

We work in a fast-paced environment where high standards, reliability, initiative and a great attitude matter. Every day brings new challenges and opportunities to learn.

About the Role

As a Project Administrator, you will play an important role in supporting the successful planning, coordination and delivery of our maintenance projects.

You will work closely with project managers, technicians, suppliers and clients to ensure projects are organised, documented and delivered efficiently.

This is a hands-on role suited to someone who is highly organised, detail-focused and comfortable managing multiple priorities at once.

Key Responsibilities

• Coordinate and support the planning and delivery of maintenance projects
• Schedule technicians, contractors and site activities
• Prepare and maintain project documentation, records and reports
• Track project progress, milestones and outstanding actions
• Liaise with clients, suppliers, contractors and internal teams
• Assist with preparing quotations, purchase orders and invoices
• Monitor project costs, documentation and required approvals
• Maintain accurate job and compliance records
• Assist with health & safety and project compliance requirements
• Follow up outstanding information, materials, approvals and actions
• Identify issues early and assist with finding practical solutions
• Support continuous improvement of project administration and internal processes
• Provide general administrative support to the wider operations team when required

What We're Looking For

We are looking for someone who is driven, organised and willing to learn.

You will ideally have:

• Experience in project administration, coordination or a similar administrative role
• Experience within facilities, construction, maintenance or a related industry is an advantage
• Strong organisational and time-management skills
• Excellent attention to detail and accuracy
• Strong written and verbal communication skills
• Confidence communicating with clients, suppliers and internal teams
• Good computer skills, particularly with Microsoft Office and spreadsheets
• The ability to manage multiple tasks and deadlines
• A practical, problem-solving mindset
• A strong work ethic and willingness to take ownership
• The ability to work independently while contributing positively to a team
• A professional and positive attitude

A qualification in administration, business, project management or a related field is preferred, but attitude, capability and willingness to learn are equally important to us.

Why Join West Facility Maintenance?

This is an exciting opportunity to join a fast-growing company where your work will have a direct impact on the success of the business.

You will have the opportunity to:

• Work across a diverse range of maintenance projects and clients
• Learn how a growing facilities maintenance business operates
• Develop valuable project management and commercial skills
• Work closely with experienced people across different areas of the business
• Take on increasing responsibility as the company grows
• Contribute ideas and help improve the way we work
• Build a long-term career within a growing organisation

We are looking for someone who wants to grow with the company, not simply fill a position.

If you are ambitious, organised, hardworking and ready to develop your career in project administration and facilities management, we would love to hear from you.

Please note that this position is open to candidates currently residing in New Zealand only. We are unable to consider applications from candidates based outside New Zealand for this role.