Office Administrator / Project Coordinator (Part Time, Fixed Term)

About the role

This is a key operational role within the business, supporting project delivery, coordinating workflows, and assisting the team with day to day administration. You will work closely with engineers, designers and the director to ensure projects are well organised, progressing on time, and properly managed through the consent and delivery stages. This is a hands on role suited to someone who enjoys being organised, solving problems, and keeping things on track.

Key responsibilities

• Coordinate projects from initiation through to completion
• Set up new projects and establish project files and systems
• Issue scopes of work and prepare short form client agreements
• Track project progress, timelines and deliverables
• Liaise with internal team members including engineers, designers and the director
• Assist with building consent documentation and submissions
• Manage incoming enquiries and allocate work internally
• Follow up on RFIs, council queries and project updates
• Maintain project files, systems and documentation
• Answer incoming calls and provide general office administration and support

About you

• Highly organised and detail oriented
• Proactive and able to take ownership of tasks
• Comfortable managing multiple projects at once
• A strong communicator, both written and verbal
• Confident with technology, including AI tools, and willing to use them daily in the role
• Able to work in a fast paced environment
• Reliable, consistent and solution focused
• Fluent in written and spoken English
• Essential: Experience in administration, project coordination or a similar role
• Preferred: Experience in construction, engineering or architecture, or familiarity with building consent processes

About us

Hill Design Engineering (HDE) is a structural, civil and architectural design consultancy based in South Auckland, operating since 1988. We work across a wide range of residential, commercial and industrial projects, with a strong focus on efficient, systemised delivery and high quality outcomes for our clients.

Benefits

• Fixed hours, five days a week, in a stable and consistent routine
• A structured six week handover and training period with the current administrator
• A supportive and down to earth team environment
• The opportunity to continue with the business beyond the fixed term for the right person

How to Apply

Please apply through Seek with your CV and a short covering letter.

In your covering letter, please tell us what tool or system you use to keep yourself organised, and why it works for you.

Applications are reviewed as they are received, and we are looking for the successful applicant to commence in late September or early October 2026. Early applications are encouraged.