Project Administrator

Aotearoa New Zealand Association of Social Workers; Auckland; On-site; NZD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive salary

Job summary

D&E Air Conditioning is seeking a highly organised Project Administrator to support HVAC project delivery in New Zealand. You will work closely with Project Managers and operations teams to ensure efficient administration and documentation across multiple projects.

The role emphasizes document control, procurement support, stakeholder liaison, and proactive compliance. A collaborative, detail‑driven approach will help projects run smoothly and safely.

Qualifications

• Previous experience in Project Administration, Contracts Administration or Office Administration role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience in construction/HVAC or building services is preferred.
• Strong written and verbal communication skills.
• High attention to detail and accuracy.

Responsibilities

• Provide administrative support to Project Managers and project teams.
• Prepare, manage and maintain project documentation including safety plans, quality documents, commissioning records and compliance paperwork.
• Coordinate document control processes and manage project information across various client and company platforms.
• Prepare purchase orders, assist with procurement activities and support forecasting processes.
• Coordinate project meetings, prepare agendas, record minutes and follow up on action items.
• Assist with project handovers and ensure all required documentation is completed and submitted.
• Support compliance, quality assurance and safety requirements across projects.
• Liaise with internal and external stakeholders to ensure timely communication and project coordination.
• Provide additional office administration support as required, including inductions, training records and day to day office operations.

Skills

MS Office

Organisational skills

Communication skills

Stakeholder coordination

Time management

Tools

Word

Excel

Outlook

Job description

At D&E Air Conditioning, we believe great businesses are built through great people, strong relationships and a genuine connection to the communities they operate in. As we begin our journey into Aotearoa New Zealand, we’re looking to connect with talented local professionals who want to help shape what comes next.

This is an opportunity to join D&E from the beginning and play a genuine role in shaping our future in New Zealand. If you’re an experienced HVAC or mechanical services professional looking for an opportunity to be part of something new, we’d love to hear from you.

About The Role

We are seeking a highly organised and proactive Project Administrator to support the successful delivery of HVAC and mechanical services projects. Working closely with Project Managers and operational teams, you will play a key role in ensuring projects run smoothly through effective administration, document control, stakeholder coordination, and financial support.

Key Responsibilities:

Provide administrative support to Project Managers and project teams.

Prepare, manage and maintain project documentation including safety plans, quality documents, commissioning records and compliance paperwork.

Coordinate document control processes and manage project information across various client and company platforms.

Prepare purchase orders, assist with procurement activities and support forecasting processes.

Coordinate project meetings, prepare agendas, record minutes and follow up on action items.

Assist with project handovers and ensure all required documentation is completed and submitted.

Support compliance, quality assurance and safety requirements across projects.

Liaise with internal and external stakeholders to ensure timely communication and project coordination.

Provide additional office administration support as required, including inductions, training records and day to day office operations.

About You

You are a detail-oriented and motivated administrator who thrives in a busy environment and enjoys supporting teams to achieve successful project outcomes. You take pride in producing accurate work, managing competing priorities and building strong relationships with stakeholders at all levels.

To be successful in this role, you will have:

Previous experience in a Project Administration, Contracts Administration or Office Administration role, ideally within the construction, HVAC or building services industry.

Strong proficiency in Microsoft Office Suite, particularly Word, Excel and Outlook.

Excellent organisational skills with the ability to manage multiple priorities and deadlines.

Strong written and verbal communication skills.

Good financial acumen and experience managing project-related documentation and reporting.

A high level of attention to detail and commitment to accuracy.

The ability to work collaboratively with a wide range of internal and external stakeholders.

A proactive and solutions-focused approach to problem-solving.

Strong self-management skills, resilience and the ability to adapt to changing priorities.

A professional and positive attitude with a genuine commitment to teamwork and continuous improvement.

Why Join Us?

We’re proud of the culture we’ve built - one that values teamwork, accountability, innovation, and genuine collaboration. We foster an environment where ideas are welcomed, contributions are recognised, and people are empowered to take ownership and grow their careers.

What We Offer

Collaborative, team-oriented, and people-focused culture

Long-term career growth and professional development opportunities

Competitive salary package and employee benefits

Opportunity to work with skilled industry professionals in a high-performing environment

D&E Air Conditioning is committed to fostering an inclusive workplace where everyone is treated with fairness, dignity and respect. We welcome applications from suitably qualified candidates regardless of age, gender, ethnicity, disability, cultural background or other characteristics protected under New Zealand law. Applicants must have the legal right to work in New Zealand.