Remote Admin Assistant

About the role

We are looking for an organized and proactive Remote Admin Assistant to support our management team, project managers, and onsite electricians. In this role, you will handle daily office tasks, document preparation, scheduling, customer communications, and administrative tracking remotely. You will play a key part in keeping our operational workflows organized and smooth.

Key responsibilities

• Scheduling & Dispatch Support: Coordinate job schedules, track site team locations, and assist in dispatching work orders to electricians.
• Email & Communication Management: Monitor inbox inquiries, respond to routine customer requests, and route urgent messages to project leads promptly.
• Documentation & Data Entry: Prepare job sheets, compile safety documentation, archive site photos, and maintain accurate database records.
• Invoicing & Purchasing Support: Assist with basic data entry for invoices, verify supplier receipts against purchase orders, and follow up on outstanding statements.
• Client & Vendor Liaison: Act as a polite, professional point of contact for clients, main contractors, and material suppliers via phone or email.
• General Administrative Support: Assist with administrative tasks, reporting, and team coordination as requested by company directors and project managers.

About you

• 2+ years of administrative or virtual assistant experience (experience supporting construction, trades, or electrical businesses is a strong bonus).
• Fluent in written and spoken English with exceptional interpersonal and phone manners.
• Proficiency with cloud tools (such as Microsoft 365, Google Workspace, Xero, or job management software like Simpro/Fergus).
• Reliable high-speed internet connection, quiet workspace, and a high-performance computer setup.
• Strong organizational abilities, acute attention to detail, and the capability to manage multiple priorities independently.
• Availability to work during New Zealand business hours (NZST/NZDT).

Benefits

• Flexible working arrangements in a supportive virtual environment.
• Stable, long-term opportunity with a growing New Zealand business.
• Clear processes, modern software systems, and continuous team collaboration.