Strategic Executive & Admin Coordinator

Lovens Building Supplies Ltd.; Auckland; On-site; NZD 44,000 - 50,000; Full time

Job summary

Ocean Concrete in Auckland seeks an Office Manager to organise and control office functions, administrative systems and resources. The role supports directors, management and field teams across administration, scheduling, procurement, HR and health and safety.

Permanent, full-time position, 30–40 hours per week, Mon-Fri, 8:00am-5:00pm. Pay is $32-$36 per hour with opportunities to streamline processes and improve efficiency.

Qualifications

• Efficiently manage day-to-day office operations and records.
• Maintain clear communication with customers, suppliers and field teams.
• Support procurement, invoicing and payroll processes.
• Ensure health and safety records are up to date.

Responsibilities

• Plan, review and manage day-to-day office services, priorities, procedures and service standards.
• Allocate staff time, workspace, equipment and other office resources to support sales, dispatch, operations and accounts.
• Assign and monitor administrative work, supervise onboarding, training, and payroll information.
• Manage office records and accounts administration, including purchase orders and invoices.

Skills

Strong office management

Communication skills

Organisational skills

Multitasking

HR administration

Accounts payable/receivable

Record keeping

Problem solving

Tools

Microsoft Office

Payroll software

Job description

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The position works closely with directors and management and provides coordination across office administration, customer service, scheduling, procurement, financial administration, human resources and health and safety functions.

Main Tasks:

• Office administration and daily office operations


• Customer, supplier and contractor communication


• Quotations, invoices and purchase orders


• Job scheduling and field-team coordination.


• Accounts administration and payroll support.


• Management reporting and operational information


• Office procedures and process improvement

Responsibilities

• Customer enquiries and communications.


• Work orders and job progress records.


• Customer, supplier and contractor communication.


• Procurement and inventory requirements.


• Employee and HR Administration


• Health and safety administration and records.

Job Requirements

• Ensure administrative tasks and records are completed accurately and on time.


• Maintain effective communication between customers, management, suppliers and field teams


• Support timely procurement and availability of materials.


• Maintain accurate employee, financial and health and safety records.


• Identify and elevate operational issues requiring management attention.


• Continually identify practical opportunities to improve administrative and operational efficiency.

Skills and Knowledge

• Ability to work independently and take responsibility for assigned functions.


• Strong office and operational management skills.


• Excellent organisational and coordination.


• Strong customer service and communication skills.


• Ability to manage multiple priorities and competing deadlines


• Knowledge of accounts payable and receivable administration


• Strong record keeping and documentation skills.


• Problem solving and decision making skills.


• Ability to communicate effectively with internal and external stakeholders


• Ability to identify and implement improvements to administrative and operational processes

Remuneration: $35 per hour

Working Hours: 8:00 AM – 5:00 PM, Monday – Friday

40 hours per week

LG Home Trading Limited, trading as Ocean Concrete, supplies high-quality concrete to the New Zealand building industry. We are seeking an Office Manager to organise and control our office functions, administrative systems and office resources.

Employment type: permanent, full-time, 30 – 40 hour per week

Days required: Monday to Friday

Pay: $32 -$36 per hour

Your duties will include:

• Plan, review and manage day-to-day office services, priorities, procedures and service standards.


• Allocate staff time, workspace, equipment and other office resources to support sales, dispatch, operations and accounts.


• Assign and monitor administrative work, supervise and coordinate employee onboarding, training, leave records and payroll information.


• Manage office records and accounts administration, including purchase orders, invoices, expense records and documents required by the accountant.


• Liaise with customers, suppliers, service providers, professional advisers and public authorities to coordinate office business and resolve administrative issues.


• Maintain office equipment, supplies and service contracts, and arrange repairs or replacement when required.


• Prepare business correspondence, meeting notes, internal notices and procedural documents.


• Maintain health and safety, privacy, personnel