Office Manager

PrivatPort is Swissport International AG’s executive aviation unit, delivering premium ground handling and VIP passenger and crew services worldwide.

We combine boutique, white-glove service with the scale, safety standards and global reach of Swissport to provide seamless, discreet and reliable support 24/7.

Job Summary/Whakarāpopototanga

PrivatPort New Zealand is seeking an organised, proactive and adaptable Office Manager to provide administrative and operational coordination support to the PrivatPort operation.

This is a part-time, fixed-term position, working 30 hours per week for approximately 4–6 months.

The Office Manager will work closely with the PrivatPort FBO Manager and wider team to ensure administrative activities, documentation, stakeholder coordination and day-to-day office requirements are managed efficiently and professionally.

Your activities/Ngā momo ngohe

Responsibilities may include:

• Providing day-to-day administrative and coordination support to the PrivatPort Manager and wider team.
• Coordinating general office administration and ensuring administrative processes operate effectively.
• Managing correspondence, documentation, records and filing systems.
• Coordinating meetings, appointments, calendars and business arrangements as required.
• Preparing reports, correspondence, presentations and operational documentation.
• Maintaining accurate employee, operational, supplier and business records as required.
• Supporting employee onboarding and associated administrative processes.
• Assisting with timesheets, payroll-related administration and employee documentation where required.
• Coordinating purchase orders, invoices, supplier documentation and general office expenditure.
• Liaising professionally with Swissport departments, suppliers, airport stakeholders, contractors and other relevant parties.
• Maintaining appropriate office supplies, equipment and workplace resources.
• Supporting travel, accommodation and logistical arrangements where required.
• Assisting with safety, compliance and operational documentation in accordance with applicable PrivatPort, Swissport, airport and regulatory requirements.
• Supporting management with projects and operational priorities.
• Providing additional administrative support during periods of increased operational activity.
• Maintaining a high degree of confidentiality and discretion when handling employee, commercial, client or VIP-related information.
• Identifying opportunities to improve administrative processes and office efficiency.
• Undertaking other reasonable duties that are consistent with the nature and level of the position.

Your profile/Kōtaha Matawhaiaro

We are looking for someone who is organised, professional and comfortable working in a fast-paced operational environment.

You will ideally bring:

• Previous experience in office management, administration, executive support, coordination or a similar role.
• Strong organisational and time-management skills.
• Excellent attention to detail.
• Strong written and verbal communication skills.
• Confidence working with a range of internal and external stakeholders.
• Strong Microsoft Office skills.
• The ability to manage competing priorities, work independently and adapt to changing requirements.
• A proactive and solutions-focused approach.
• A high level of professionalism, discretion and confidentiality.

Experience within aviation, airport operations, executive aviation, hospitality or another operational environment would be advantageous but is not essential.

Why Join PrivatPort?

You’ll be joining a specialised executive aviation team backed by the global capability of Swissport.

It’s a varied role in a fast-moving environment where professionalism, teamwork, discretion and great service matter.

Join PrivatPort today and be part of a team that connects the world of aviation!