Otago Administrative Assistants Job Listings

Trademe

Administration

The Administration Support is responsible for maintaining high levels of inventory accuracy and integrity within the facility. This role plays a key part in maximising space utilisation in line with operating KPIs and ensuring that spare parts are available for planned maintenance activities. The position also requires the creation and ongoing improvement of Standard Operating Procedures (SOPs) to support operational efficiency and compliance. Key Responsibilities * Maintain accurate and up-to-date inventory records to ensure stock integrity. * Monitor and manage space utilisation within the facility to achieve operational KPIs. * Work closely with the Maintenance Planner to ensure spare parts are available and prepared for maintenance technicians in a timely manner. * Create, review, and update SOPs to reflect best practice and compliance requirements. * Provide general administration support to the operations and maintenance teams as required. * Support continuous improvement initiatives to enhance warehouse and maintenance processes. * Assist with reporting, data entry, and system updates relating to stock and spare parts Skills and Qualifications * Previous experience in administration, inventory, or supply chain support roles. * Strong organisational skills and attention to detail. * Proficiency in MS Office and inventory management systems (e.g., SAP, Oracle, or similar). * Ability to work collaboratively across teams and communicate effectively. * Problem-solving mindset with a focus on continuous improvement. * Knowledge of maintenance or warehouse operations is advantageous Key Competencies * Accuracy and attention to detail * Strong communication and teamwork skills * Ability to prioritise and manage multiple tasks * Proactive and solutions-focused approach Apply online today! IMPORTANT: You must be living in New Zealand (NZ) as a resident or have a valid NZ Work Visa, be willing to undergo a Drug and Alcohol Screening Test along with a Ministry of Justice criminal background checks

Clutha District, Otago Region, New Zealand

Negotiable Salary

Trademe

Site Administrator

Part-Time Site Administrator | Queenstown Our client, a large name in New Zealand are seeking a Part-Time Site Administrator to support a project team in Queenstown. Reporting directly to the Project Manager, this role is essential in ensuring that tasks are completed in order to keep the project running smoothly. Key Responsibilities: - Manage job folders by inputting variations and sub-codes for plumbing/mechanical projects - Assist with daily administration of QA and Health & Safety requirements - Maintain and update procurement schedules for assigned sites - Manage drawing administration, including issuing to clients and subcontractors - Submit and track technical submissions alongside Project Managers - Provide administrative support across project functions as required Skills & Experience: - Previous administration experience (construction/project environment needed) - Strong computer literacy, with confident use of MS Office Suite - Excellent attention to detail and organisational skills - Professional communication skills, both written and verbal - Ability to work independently, prioritise tasks, and meet deadlines - Commitment to Health & Safety standards and compliance - Professional presentation and a proactive, team-focused attitude The Offer: - $28 - $33 per hour for the right candidate - On-site position in Queenstown - Work alongside experienced Project Managers in a supportive environment - Opportunity to further develop skills in project administration and construction support If this opportunity appeals to you please send your CV to caleb@franklinsmithgroup.co.nz or apply now.

Queenstown-Lakes District, Otago Region, New Zealand

Negotiable Salary

Trademe

Service Coordinator

QUEENSTOWN BASED Aquaheat Facility Services specialise in comprehensive facility maintenance solutions across New Zealand. Our dedicated team ensures that essential hard services including HVAC, boiler, refrigeration, electrical, plumbing, and carpentry operate seamlessly in commercial, industrial, and infrastructure settings. With over 70 years of experience, we pride ourselves on delivering reliable, high-quality maintenance, capital replacement, asset management and building compliance services that keep buildings safe, efficient, and comfortable. Aquaheat Facility Services is proud to be a member of the Horizon Energy Group of companies. As a Service Coordinator, you'll be the heartbeat of our operations — coordinating customer requests, scheduling maintenance and quoted works, and keeping things running smoothly behind the scenes. From invoicing and admin to ERP support, you'll play a key role in a fast-paced, friendly team where no two days are the same. This is an ideal opportunity for you to develop your previous experience in the following areas: * Coordinate service calls, planned maintenance, and quoted jobs * Be the first point of contact for phone and email service requests * Process invoices, assist with POs, and support finance functions * Maintain accurate records in our ERP system (Pronto experience a plus) * Keep calm under pressure and juggle priorities like a pro * Help create a supportive, friendly team vibe With the following preferred requirements: * 3–5 years' coordination or admin experience (preferably in trades or facilities) * Great communication, customer service, and organisation skills * Strong attention to detail and confidence using systems * A proactive, can-do attitude and ability to multitask under pressure What's in it for you? * Career development: working with a talented team & access to training resources * Wellness benefits including health checks, flu jabs, EAP, and life & critical illness insurance. * Paid day off for your birthday and access to a range of corporate discounts. * A stable, well-respected company making a real difference in the industry. * Having these qualities and attributes demonstrates a close alignment to our culture and team: * Engagement – Strong communicator and natural problem-solver * Accountability – Owns tasks and delivers reliably * Customer Focused – Puts the customer at the heart of everything * Team Player – Builds trust and works well with others * Health & Safety – Prioritises safety for self and team * Initiative – Brings ideas and drives improvement * Resilience – Stays calm and focused under pressure * Sustainability – Acts responsibly to reduce waste and save energy So, if you're ready to make an impact? Apply now and help us shape the future.

Queenstown-Lakes District, Otago Region, New Zealand

Negotiable Salary

Trademe

Contract Administrator

Excellent opportunity for an experienced Contract Administrator At Downer we plan, create and sustain. Downer is the leading provider of integrated services in Australia and New Zealand. Through trusted relationships and world leading insight we work closely with our customers to design, build and sustain assets, infrastructure, and facilities. **Ko te take ka parekareka e koe ki te mahi ki kōnei | Why you will enjoy working here** Downer is committed to delivering excellence by ensuring our people have the environment and the means to be successful. We offer: * Free access to Marram health care benefits and discounted holiday homes * Discounts for Samsung, PB Tech, Gym memberships and more! * $500 bonus for current employees who refer a friend to Downer * Progression and development programs on offer including our inspiring leader's programme for top performers **Te** **kōwhiringa | The Opportunity** We have an exciting opportunity to join our passionate and high-performing team in either Dunedin or Invercargill as a Contract Administrator **.** Reporting to the Business Support Lead, you'll be responsible for providing high quality administration and contract support to the team while ensuring all contract administration functions are carried out to high standards. You'll also: * Liaise with various departments, other administrators and internal managers * Assist with a wide variety of administration tasks be flexible and adaptable to changing policies & processes * Raise purchase orders, invoices and work orders * Coordinate and collate information, input information into databases as required and complete tasks in time to meet daily, weekly and monthly deadlines * Commitment to zero harm processes and stand in the gap when required **Nga pūkenga matua | Important Skills** Where no two days will be the same, your highly organised approach and excellent attention to detail will be key to your success in this role. You'll be pleasant and friendly but also not afraid to speak up and push back when needed. You will also bring the flexibility to excel during the high-demand periods of the sealing season, while staying proactive and adding value during quieter times. You'll also have: * Previous experience in a similar role ideally in a client-facing administration or call centre position * Strong financial administration capability, including accurate processing of purchase orders, invoices, account reconciliations, and budget tracking to support effective contract management * High level of proficiency in MS Office suite with some knowledge of JD Edwards (or similar would be an advantage) * Be a confident communicator and enjoy working with a wide variety of customers * Excellent organisation skills along with the ability to prioritise tasks and meet deadlines * Strong interpersonal skills and confidence in building and maintaining relationships at all levels **Ko wai mātou | Our Organisation** Want to know more about what it is like to work at Downer? Then head to our People Site here! **Me pēhea ki te tono | How to apply** *If this sounds like the opportunity for you, click Apply Now to submit your application! The reference number for this role is 723252* We are committed to a safe working environment for everyone - all successful applicants will be required to undertake a pre-employment drug test, medical and a Ministry of Justice check prior to starting employment. If you need support with this requirement, please talk to our team.

Dunedin, New Zealand

Negotiable Salary

Office & Operations Administrator63612243646851114

Trademe

Office & Operations Administrator

We are seeking an experienced and efficient Office & Operations Administrator to support the day-to-day operations of our busy service-based business. This role requires a proactive individual capable of managing multiple administrative tasks, supporting staff and customers, and ensuring business processes run smoothly. In this role, you will: * Manage daily admin and job scheduling tasks * Reconcile banking and payroll * Handle customer enquiries and assist with delivery logistics * Provide general office support, including reception cover * Collaborate with the operations and general managers * Manage invoicing, accounts payable and receivable * Oversee compliance and coordinate reports * Support our team with marketing and social media tasks What you’ll bring: * Strong multitasking and organisational skills * High level of accuracy and attention to detail * Excellent communication and interpersonal skills * Tech-savvy with the ability to quickly learn new systems * Professional, proactive, and capable of working both independently and a part of a team If you're ready to join a company where no two days are the same and your work really matters, we’d love to hear from you.

Wānaka, New Zealand

NZ$25-35/hour

Centre Administrator (BestStart Hanley's Farm)63612234762882115

Trademe

Centre Administrator (BestStart Hanley's Farm)

About Us At BestStart, we're proud to be leaders in early childhood education. We provide high-quality learning experiences and award-winning care for children aged 3 months to 5 years. Our centre at Hanley's Farm is a vibrant, purpose-built learning space in the heart of Queenstown, where we value individuality and celebrate cultural diversity. Our team is passionate, professional, and committed to creating a safe, inclusive environment where tamariki thrive. We are now looking for a dedicated Centre Administrator to support our operations and help us deliver the best care and education for our community. Why Choose Us? We are committed to being a progressive and adaptable leader in the ECE sector. We support and value our people with: * National Support Office and dedicated Admin Helpdesk * Ongoing learning through our Whare Ako online platform * Career development support and training * $2000 referral bonus for referring a Qualified Teacher * Discounted childcare * Subsidised Southern Cross health insurance* * Free annual flu vaccinations * Access to EAP counselling services * Wellbeing initiatives and support * Sick leave available from your first day * Additional one week of leave after 10 years of service About the Role You will be the first friendly face that greets our families and visitors. As Centre Administrator, you'll support all aspects of our centre's administration, including: * Managing enrolments, fees, and subsidy processes * Maintaining accurate parent accounts and handling direct debits * Meeting regular reporting deadlines * Supporting staff with compliance records * Assisting with everyday tasks such as shopping or cooking as needed This is a varied and rewarding role that will suit someone who is confident, highly organised, and IT-savvy, with strong communication and customer service skills. This is a full time, permanent role working 40 hours per week, Monday - Friday. What We're Looking For: * Excellent written and verbal communication * Strong customer service with a positive, solutions-focused attitude * Knowledge of accounts and experience with Excel, Word, and Outlook * Highly organised and detail-focused * A team player who enjoys supporting others Ready to Join Us? Click 'Apply Now' and take the next step in your career with a supportive, passionate team. We look forward to welcoming you to BestStart Hanley's Farm.

Queenstown-Lakes District, Otago Region, New Zealand

Negotiable Salary