Project & Office Administrator

Savills Australia & New Zealand; Christchurch; On-site; NZD 60,000 - 75,000; Full time

Job summary

Savills Australia & New Zealand is seeking a highly organised Project & Office Administrator to join our Christchurch team on a two year contract. You’ll support Project Managers across construction projects with admin, data management and reporting, focusing on Excel.

You’ll work closely with the Director to ensure processes run efficiently, manage invoices, create project records, and maintain CRM and reporting systems. A proactive attitude and strong organisational skills are essential.

Qualifications

• Experience in office, project, business or finance administration.
• Strong Microsoft Excel skills and ability to work with complex datasets.
• Excellent data entry skills with high attention to detail.
• Experience with accounts payable, invoicing or financial administration.
• Understanding of construction project administration and related documentation.
• Ability to support Project Managers with data collation and closeout information.
• Excellent communication and organisational skills.
• Ability to manage competing priorities and meet deadlines.
• Proactive, ownership mindset and ability to learn new systems.

Responsibilities

• Process accounts payable and manage team expenses through Concur.
• Complete month-end invoicing and issue invoices via Gateway.
• Set up new projects and maintain accurate project information.
• Maintain CRM and other internal systems.
• Manage data entry and keep programme/project information accurate.
• Develop and maintain complex Excel spreadsheets for reporting.
• Collate information for project and management reporting.
• Take minutes at team meetings and follow up actions.
• Support client and team events and assist PMs with project administration.
• Collect and collate project documentation for closeout and handover.
• Work with the Director to align admin tasks with business priorities.

Skills

Excel

Data entry

Communication

Accounts payable

Tools

Concur

Gateway

CRM

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.
• The ability to manage competing priorities and meet deadlines.
• A proactive approach and the ability to take ownership of tasks.
• Confidence learning and working with different computer systems and databases.
• The ability to work closely with the Director, understand business priorities and translate direction into practical action.
• Full training will be provided on our internal systems and processes, including Gateway, Concur, CRM and our project management systems.

Why Savills is a Great Place to Work

At Savills, we believe in helping people thrive through places and spaces, and that starts with our own team. As a global leader in property solutions, with 42,000 professionals across 70 countries and over 170 years of expertise, we know that our greatest strength is our people.

When you join Savills, you’re not just starting a job, you’re becoming part of a culture that celebrates individuality, supports wellbeing, and invests in your growth. We live by four promises: we listen, we empower, we challenge, and we collaborate, because we know that together we can achieve great things.

We offer more than a career, here’s just a glimpse of what you can expect:

• Generous Leave - Extra days to recharge and enjoy life
• Parental Support - Industry-leading parental leave benefits and bonuses
• Family & Wellbeing - Fertility and reproductive leave, plus dedicated wellbeing days
• Flexibility - Work arrangements that support your lifestyle
• Growth - Access to learning and development platforms
• Culture - Social events, charity days, and an inclusive, supportive workplace

We are committed to creating a diverse, inclusive and accessible workplace where everyone feels valued and respected. We encourage applications from people of all backgrounds, including Māori and Pacific Peoples, LGBTQIA+ individuals, people with disability, and those of all ages, faiths and cultures.

We’d Love to Hear from You

This is an opportunity to join a professional and collaborative team where your role will make a genuine difference to how effectively our projects and programmes are delivered. You'll have a varied role, working alongside experienced Project Managers and the Director, gaining exposure to construction projects, project financials, programme reporting, client relationships and project closeout.

This position offers the opportunity to take ownership of your responsibilities, contribute ideas for improving how we work, and play an important part in supporting both the project team and the wider business.