Office Administrator

Peard Excavation is a growing, family-run civil and earthmoving business based in Tauriko and is looking for an experienced Office Administrator to join their close-knit team.

This is a great opportunity for someone who enjoys working in a busy, practical environment where you’ll work alongside a down-to-earth team in a business that embraces new technology, modern systems and better ways of working.

The Role
This is a permanent, full-time position, working 40 Hours, Monday to Friday from the Tauriko office.

Your responsibilities will include:

• Managing accounts payable and receivable processes, including supplier invoices, customer invoicing and payment follow-up
• Raising and tracking purchase orders, matching invoices to orders and delivery dockets, and resolving discrepancies
• Working with the Operations Manager and site team to chase missing dockets, particularly for quarry materials
• Preparing variations, charge-up invoices and payment claims from the crew’s notes and job records
• Running payroll through Smartly and maintaining accurate payroll information
• Updating financial spreadsheets monthly to give management a clear view of job performance, costs and forecasts
• Keeping job costs, progress records and supporting documentation up to date
• Coordinating plant and vehicle maintenance records, servicing and follow-up
• Supporting health and safety administration and keeping training, site and compliance records current
• Completing contractor prequalification applications and maintaining the supporting documents
• Assisting with contract documentation, terms of trade and onboarding new clients, projects, staff and subcontractors
• Managing our client care programme and making sure agreed follow-ups happen
• Monitoring office emails and keeping communication moving between the office, site team, clients and suppliers

What We’re Looking For
We’re looking for an experienced administrator who is organised, adaptable and comfortable working in a fast-moving environment.

You will have:

• Previous office administration experience in a similar environment. Ideally a civil, earthmoving, trades or construction business
• Strong financial acumen and experience of using Xero
• Experience with Simpro and Smartly would be a distinct advantage
• Solid experience of Heath & Safety Administration, including maintaining training records and compliance paperwork
• Experience of running payroll ideally using Smartly
• Confidence using spreadsheets and other IT systems
• An interest in using new technology and systems rather than relying solely on traditional processes
• Strong communication skills and a friendly, approachable manner
• An eye for detail – able to spot missing information and keep accurate records
• A genuine team-player attitude

Because the position involves access to sensitive financial information and company accounts, applicants will need to be comfortable completing appropriate pre-employment checks.

Applicants must have the legal right to work in New Zealand.
 
What’s On Offer

• Monday-to-Friday working week
• Competitive pay rates
• A modern company investing in new equipment, technology and systems
• A casual, friendly and practical working environment
• The opportunity to become an important part of a growing Tauriko business

If you’re an experienced administrator who enjoys being part of a busy team and wants a role where you can contribute, improve systems and get involved across the business, we’d like to hear from you.

About ShortlistPro
ShortlistPro is a job posting and candidate screening service provided by Jigsaw Staffing Limited.

For more information, visit www.shortlistpro.co.nz.