Project Administrator

With an established presence in New Zealand / Aotearoa, we are looking for a Project Administrator who will also take on the role of an Office Assistant for our New Zealand office. Preference will be given to candidates based in Auckland, though those willing to relocate are also encouraged to apply. The role will be based in Central Auckland.



Project Administrator



Your main responsibilities



Support the Project team in organizing and coordinating various administrative components to ensure successful project delivery, including managing correspondence and scheduling team meetings.
Assist the preparation of project documents such as periodic reports, time schedules, risk registers, change control/request logs, and assist with other daily tasks.
Manage the electronic execution of documents, handle electronic contracts, and organize files such as design drawings, contract documents, project correspondence, and records using company tools and platforms.
Coordinate internal and external meetings, including preparing agendas, taking minutes, managing the NDA and KYC processes, handling internal payments and approval procedures, and following up on the necessary action items.
Manage relationships with external vendors and suppliers
Implement established policies and procedures, assess outcomes against set standards, and enhance office operations when areas for improvement are identified.
Serve as a key member of the back office support team, facilitating administrative tasks and acting as the primary point of contact for the APAC Office Management Team to handle office management matters across APAC offices.
Any ad hoc requests and queries by the NZ team


Your qualifications and experience



Proven experience as a project administrator, office assistant, or in a similar role.
Strong command of the English language, both written and verbal
Proficiency in MS Office (Excel, Word, PowerPoint)
Knowledge of other project management platform (Procore, Monday) is a plus
Exceptional organizational skills and attention to detail
Ability to multitask, prioritize, and perform well under pressure.
Excellent interpersonal skills, a team player attitude and communication skills (written and verbal) – comfortable asserting oneself with senior management
Capable of maintaining confidentiality with sensitive information.
Willingness to learn and adapt to new challenges
Able to independently and proactively resolve issues