Site Administrator - Ohakea

Aotearoa New Zealand Association of Social Workers; RNZAF Base Ohakea Transmitting Station; On-site; NZD 55,000 - 75,000; Full time

Job summary

PAE is seeking a highly organized Site Administrator for the Ohakea RNZAF base. This role provides critical operational, financial, and administrative support across the site, acting as the central coordination point between operational teams, subcontractors, customers and internal support functions.

You will manage workflows, invoicing, compliance, reporting and site records with a focus on accuracy, strong communication and the ability to multi-task in a fast-paced environment.

Qualifications

• Experience in an administration, contract coordination, or operational support role (essential).
• Excellent organisational skills with the ability to manage multiple priorities and meet deadlines.
• Strong attention to detail and a high level of accuracy.
• Well-developed communication and customer service skills.
• A proactive approach with the ability to work independently while supporting a busy operational team.
• Confidence using Microsoft Office Packages.

Responsibilities

• Finance and invoicing administration, including accurate processing and record keeping.
• Payroll and timesheet administration.
• Coordinating subcontractor onboarding, inductions, and site access requirements.
• Managing the procurement and distribution of PPE, uniforms, stationery, and general operational consumables.
• Supporting fleet administration, including maintaining vehicle records and coordinating servicing and maintenance.
• Providing reception and general administrative support, including managing incoming calls, emails, visitors, and customer enquiries in a professional and responsive manner.
• Assisting with reporting, compliance documentation, and maintaining accurate site records.
• Supporting operational teams with a range of day-to-day administrative activities to ensure efficient service delivery.

Skills

Organisational skills

Attention to detail

Communication skills

Independent worker

Proactive approach

Tools

Microsoft Excel

Invoicing software

Job description

PAE is one of New Zealand’s largest providers of facilities management services. With a proud legacy of supporting critical infrastructure – we deliver services that keep our clients operating safely, efficiently, and sustainably.

We are looking for a highly organised and proactive Site Administrator to join our team in a full-time, onsite role at the Ohakea RNZAF. This position is critical to the successful day-to-day delivery of our contract services, providing high-quality operational, financial, and administrative support across the site.

As the central coordination point between operational teams, subcontractors, customers, and internal support functions, you will ensure that workflows, invoicing, compliance, reporting, and site administration activities are delivered accurately and efficiently. Your contribution will play a key role in supporting operational performance, exceptional customer service, and contractual compliance.

Key Responsibilities

Your responsibilities will include:

• Finance and invoicing administration, including accurate processing and record keeping.
• Payroll and timesheet administration.
• Coordinating subcontractor onboarding, inductions, and site access requirements.
• Managing the procurement and distribution of PPE, uniforms, stationery, and general operational consumables.
• Supporting fleet administration, including maintaining vehicle records and coordinating servicing and maintenance.
• Providing reception and general administrative support, including managing incoming calls, emails, visitors, and customer enquiries in a professional and responsive manner.
• Assisting with reporting, compliance documentation, and maintaining accurate site records.
• Supporting operational teams with a range of day-to-day administrative activities to ensure efficient service delivery.
  

About You

To be successful in this role, you will have:

• Previous experience in an administration, contract coordination, or operational support role (essential).
• Excellent organisational skills with the ability to manage multiple priorities and meet deadlines.
• Strong attention to detail and a high level of accuracy.
• Well-developed communication and customer service skills.
• A proactive approach with the ability to work independently while supporting a busy operational team.
• Confidence using Microsoft Office Packages.

Eligibility Requirements

Applicants must:

• Have the legal right to work in New Zealand.
• Be able to obtain and maintain all required customer clearances, including:
  • Credit check
  • Ministry of Justice check
  • NZDF Site and Security Clearance

What We Offer

This is an excellent opportunity to become part of a collaborative and supportive team where your contribution will make a real difference to the successful delivery of essential services. If you thrive in a fast-paced environment, enjoy coordinating multiple activities, and take pride in delivering outstanding administrative support, we’d love to hear from you.

Applications close 12 October 2026, however, we may close the advertisement earlier should a suitable candidate be appointed.