Project & Office Administrator

Savills Australia & New Zealand; Christchurch; On-site; NZD 52,000 - 74,000; Full time

Job summary

Savills Australia & New Zealand is seeking a highly organised Project & Office Administrator in Christchurch to support a busy team of project managers across construction programmes, with a strong focus on Excel and data management.

The role combines office and financial administration, project support, CRM work and reporting, with opportunities to improve processes and contribute to project closeout documentation.

Qualifications

• Experience in office, project, business or finance administration.
• Strong Microsoft Excel skills and ability to work with complex spreadsheets and large datasets.
• Excellent data entry and a high level of attention to detail.
• Experience with accounts payable, invoicing or financial administration.
• Understanding of construction project administration and the types of documentation involved in construction projects.
• Ability to assist Project Managers to collect, collate and organise project closeout information.
• Excellent communication and organisational skills.

Responsibilities

• Process accounts payable and manage team expenses.
• Complete month-end invoicing and issue invoices to clients through our Gateway system.
• Set up new projects and jobs and maintaining accurate project information.
• Maintain our CRM and other internal systems.
• Managing data entry and maintaining accurate programme and project information.
• Developing, maintaining and working with complex Excel spreadsheets to support programme reporting.
• Collating and preparing information for project and management reporting.
• Taking minutes at our weekly team meetings and following up actions.
• Supporting the organisation and delivery of client and team events.
• Assisting Project Managers with construction project administration.
• Collecting and collating project documentation, data and information required for project closeout and handover.
• Working closely with the Director to support business priorities, coordinate administrative requirements and ensure key tasks and objectives are followed through.
• Taking direction from the Director and working collaboratively with the wider team to improve processes, maintain effective systems and support the successful operation of the business.

Skills

Microsoft Excel

Data entry

Accounts payable

Invoicing

CRM systems

Project administration

Administrative coordination

Tools

Concur

Gateway system

CRM systems

Job description

We are looking for a highly organised and detail-focused Project & Office Administrator to join our Christchurch team, on a two year contract. This is a varied role supporting a busy team of Project Managers across a range of construction projects and programmes of work. The role combines office administration, financial administration, project support, data management and reporting, with a strong focus on Microsoft Excel.

Working closely with the Director and wider team, you will help ensure our administrative processes, systems and reporting operate efficiently and accurately, contributing to the achievement of our business objectives. If you enjoy keeping things organised, working with data, solving problems and providing great support to a team, this could be a great opportunity for you.

What You’ll be Doing

• Processing accounts payable and managing team expenses through Concur.
• Completing month‑end invoicing and issuing invoices to clients through our Gateway system.
• Setting up new projects and jobs and maintaining accurate project information.
• Maintaining our CRM and other internal systems.
• Managing data entry and maintaining accurate programme and project information.
• Developing, maintaining and working with complex Excel spreadsheets to support programme reporting.
• Collating and preparing information for project and management reporting.
• Taking minutes at our weekly team meetings and following up actions.
• Supporting the organisation and delivery of client and team events.
• Assisting Project Managers with construction project administration.
• Collecting and collating project documentation, data and information required for project closeout and handover.
• Working closely with the Director to support business priorities, coordinate administrative requirements and ensure key tasks and objectives are followed through.
• Taking direction from the Director and working collaboratively with the wider team to improve processes, maintain effective systems and support the successful operation of the business.

What You’ll Bring

• Experience in office, project, business or finance administration.
• Strong Microsoft Excel skills and confidence working with complex spreadsheets and large datasets.
• Excellent data entry skills and a high level of attention to detail.
• Experience with accounts payable, invoicing or financial administration.
• An understanding of construction project administration and the types of documentation involved in construction projects.
• The ability to assist Project Managers to collect, collate and organise project closeout information.
• Excellent communication and organisational skills.