Office Administrator / Personal Assistant

Auckland, Full Time, Admin/Office
Please Quote Reference Number 18636
**- Support the Director and coordinate daily business operations

• Combine executive support, administration and project coordination
• Fast-paced role in a growing property development business**

About the Role

We are seeking a highly organised, proactive, and professional Office Administrator / Personal Assistant to support the leadership and operations of a dynamic property development and real estate business with a development portfolio exceeding $150 million in projects.

This is far more than a traditional administrative role. As the central point of coordination for the business, you will work closely with the Director and senior stakeholders to ensure the smooth day-to-day operation of both the office and multiple development projects. You will be responsible for executive support, office administration, project coordination, and stakeholder communication, helping to drive efficiency across all areas of the business.

Key Responsibilities

Office Administration:

• Manage the day-to-day operations of the office and maintain efficient administrative systems.
• Answer phones, manage correspondence, and respond to general enquiries.
• Maintain office supplies and liaise with service providers and vendors.
• Develop and maintain filing systems, databases, and company records.
• Prepare reports, presentations, and business documentation.
• Coordinate team meetings, workshops, and company events.

Personal Assistant Duties:

• Manage the Director's calendar, appointments, and meeting schedules.
• Coordinate travel arrangements and business commitments.
• Screen and prioritise calls, emails, and correspondence.
• Prepare agendas, meeting packs, and minutes.
• Assist with personal and business-related tasks as required by the Director.

Property Development & Real Estate Administration:

• Coordinate project documentation across multiple developments.
• Assist with resource consent, planning, legal, and compliance documentation.
• Liaise with architects, engineers, surveyors, contractors, councils, solicitors, and consultants.
• Track project milestones, deadlines, and action items.
• Prepare and manage property listing documentation and sales administration.
• Coordinate marketing campaigns, advertising, and digital content.
• Maintain accurate records within CRM and project management systems.
• Support due diligence and acquisition activities where required.

Stakeholder & Client Management:

• Act as a key communication point between internal and external stakeholders.
• Welcome clients, investors, consultants, and visitors to the office.
• Build and maintain positive professional relationships.
• Ensure a high standard of customer service and professionalism at all times.
• Assist with investor, client, and contractor communications.

Skills & Experience:

Essential:

• Experience in office administration, executive assistance, or office management. Preferably in a Real Estate Office
• Exceptional organisational and time-management skills.
• Strong written and verbal communication skills.
• High proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to manage multiple projects and competing priorities.
• Strong attention to detail and accuracy.
• Ability to handle confidential information with discretion and professionalism.
• Self-motivated with excellent problem-solving skills.

Preferred:

• Experience in property development, or real estate.
• Knowledge of development project processes and documentation.
• Experience using CRM and project management software.
• Understanding of sales and marketing administration.
• Real estate industry qualification or relevant tertiary education.

What We Offer:

• Competitive salary package based on experience.
• Opportunity to work alongside industry-leading property professionals.
• Exposure to a diverse portfolio of developments valued at over $150 million.
• Career progression opportunities within a growing property development company.
• Collaborative and high-performing team culture.
• A dynamic role with involvement in major real estate and development projects.

To Apply: Please submit your CV and a cover letter outlining your relevant experience and explaining why you would be an excellent fit for this role.