Submissions and Operations Administrator

MODE; Auckland; Sur place; NZD 55 000 - 75 000; Plein temps

Avantages offerts par ce poste

Referral bonus

Study leave for professional developm

Mentoring program

Résumé du poste

MODE’s New Zealand studio is seeking a proactive Submissions & Operations Administrator to support submissions, tenders and proposals while assisting with office operations, administration and technology coordination. You will work closely with the NZ studio and Group Operations to deliver high-quality submissions and maintain business systems.

The role offers a 37.5-hour week, opportunities to grow across the studio network, and a collaborative design-focused environment.

Qualifications

• Minimum 2 years’ experience in an administration, office coordination, operations, submissions, or business support role.
• Strong experience formatting, proofreading and coordinating professional documents, reports, presentations, tenders or submissions with attention to detail.
• Organisation and time management to handle multiple priorities in a fast-paced environment.
• Confidence using Microsoft Office and Teams; experience with InDesign and document management systems is advantageous.
• Excellent written and verbal communication with ability to work across multiple teams and stakeholders.

Responsabilités

• Coordinate and prepare tenders, proposals, capability statements and marketing material, ensuring client requirements and branding standards are met.
• Provide administrative and operational support to the NZ studio, including records, onboarding and day-to-day tasks.
• Support day-to-day technology needs of the NZ team, including Teams setup and basic IT coordination with MODE IT.
• Build effective relationships with managers, clients and external stakeholders through proactive administrative support and high service standards.

Connaissances

Admin experience

Document prep

Time management

Tech aptitude

Communication

Outils

Microsoft Office

Microsoft Teams

Adobe InDesign

Document management

Tender platforms

IT support

Description du poste

MODE is a multidisciplinary architectural design practice with 35 years’ experience delivering better environments for communities, clients, and partners throughout Australia and New Zealand. Our network of 9 studios allows us to deeply understand and engage with local communities and cities where we operate. As a result, our projects are varied and contextual, delivering an experience as unique as the places we work in and the people we work with.

Our multidisciplinary team works across sectors:

• Open Space and Urban Design
• Sport and Recreation
• Residential
• Commercial and Aviation
• Health and Aged Care
• Education
• Infrastructure
• Defence

Submissions & Operations Administrator - New Zealand

We are seeking a proactive and highly organised Submissions & Operations Administrator to join our New Zealand studio. This role provides support across submissions, tenders and proposals while also assisting with office operations, administration, and technology coordination. Working closely with the Group Operations teams, you will play a key role in delivering high-quality submissions, maintaining business systems and supporting the day-to-day operation of our NZ studio.

The role offers a diverse mix of responsibilities spanning business development support, administration, studio operations and technology coordination, making it an ideal opportunity for someone who enjoys variety and is looking to broaden their skills within a collaborative design-focused environment.

Skills & Experience

The Submissions & Operations Administrator works closely with the Operations team, supporting Submissions, Marketing, IT, Finance, HR, and employees across the business ensuring efficient operations and maintain high standards of accuracy, confidentiality, and professionalism

Profile and Responsibilities

• Administrative Experience: Minimum 2 years’ experience in an administration, office coordination, operations, submissions, or business support role.
• Document Coordination & Presentation Skills: Strong experience preparing, formatting, proofreading and coordinating professional documents, reports, presentations, tenders or submissions with exceptional attention to detail.
• Organisation & Time Management: Demonstrated ability to manage multiple priorities, coordinate competing deadlines and maintain accuracy in a fast-paced environment.
• Technology & Systems Aptitude: Confidence using Microsoft Office and Microsoft Teams, with the ability to assist users with day-to-day technology requirements. Experience with Adobe InDesign, document management systems, tender platforms, business software or IT support will be highly regarded.
• Communication & Stakeholder Skills: Excellent written and verbal communication skills, with the ability to work collaboratively across multiple teams and stakeholders.

You will be able

• Support Submissions & Marketing : Coordinate and prepare tenders, proposals, capability statements and marketing material, ensuring compliance with client requirements, branding standards and deadlines.
• Coordinate Studio Operations: Provide administrative and operational support to the NZ studio, including office coordination, record management, onboarding and day-to-day business support functions.
• Provide Technology & Systems Support: Support the day-to-day technology needs of the NZ team, including Teams meeting setup, hardware troubleshooting, equipment maintenance, system coordination and liaison with MODE IT, with opportunities to expand into software administration and helpdesk support as the role develops.
• Build Effective Relationships: Communicate professionally with employees, providing proactive administrative support to managers, clients, and external stakeholders while delivering a high standard of customer service.

Enjoy full-time pay while working a 37.5-hour week, giving you more time for life outside the studio.

Join a collaborative, design-led firm with studios across Australia and New Zealand, where creativity, knowledge sharing, and great design are valued.

Build your career across our studio network, with opportunities to work on diverse projects and transfer between locations.

Invest in your professional growth through:

Structured mentoring and career development

Access to internal and external learning opportunities

Study leave for approved professional development and registration requirements

Receive a referral bonus when you help us grow our team by referring successful new employees.

Be part of a connected studio culture, with regular social events, team celebrations, and opportunities to build lasting professional relationships.

Only applicants successful in obtaining an interview will be contacted, with interviews held immediately.

Proof of work rights eligibility will be requested in our application process.