Office Administrator

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An opportunity has arisen for an Office Administrator in Wellington

Summary about this job

Testing & Quality Assurance

Company: The Testing Consultancy

Location: Wellington

Work type: Full Time

Salary: n\a

Phone: +64-9-790-3727

Fax: +64-7-360-9790

E-mail: n\a

Site:

Detail information about job Office Administrator. Terms and conditions vacancy

  • Wellington based role
  • Provide high quality administration support to the Wellington office
Job Description
Date:                                   19 June 2018
Position:                              Office Administrator
Reports to:                          General Manager Wellington
Direct Reports:                     nil

Position Summary
The Office Administrator provides professional, high quality support to the Wellington Account Director and Management Team to ensure efficiency and productivity is consistently maintained throughout sales support activities. Additionally, responsible for operational day to day office requirements as well as providing administration and project support to the wider team where required.


 Key Duties and Responsibilities:

Commercial Support

  • Account coordinator for all TTC clients
  • Commercial administration of resource engagements
  • Liaises with client administrators around commercial requirements
  • Follow up and coordination of actions and support to opportunities developed in the pipeline in conjunction with Wellington Account Director
  • Coordinating new / renewal agreements / and contracts coordinating and maintaining the contracts database
  • Provide administrative support on proposals (SoW, ToE, MSA), working alongside Wellington Account Director
  • Regular reporting on current resource engagements, ensuring efficient contractual timelines are on the radar and relevant communications are underway
  • Ensure the end to end process from sales to sign off through to support is carried out seamlessly and efficient to a high professional standard.
  • Accurately record all engagements in WorkFlowMax (WFM) system and ensure the system is updated to reflect current activity and status
  • Harvest administrator ensuring reconciliation of resources against timelines is accurate and up to-date CVs into TTC CV template when required
Team and Administration Support
  • Assisting in the support of developing high quality proposal documents, presentations and templates for the Management Team
  • Word processing and desktop publishing support to the Management Team, including editing of proposals and presentations
  • Follow up weekly with all TTC staff that timesheets have been completed
  • Provide accounts team with all resource engagement information, and notify of WFM system input and estimates to assist with payroll and invoicing
  • General purchasing of office stationery and supplies
  • Arrange accommodation and flights nationally and internationally as required
  • Provide outstanding customer service to internal and external clients
  • Arranging functions as required
  • Maintain office to a high ‘client friendly’ standard
HR Support
Provide to the HR Manager support in the following areas:
  • Day to day operations of the HR functions and duties
  • Provide clerical and administrative support to HR Manager
  • Compile and update employee records (hard and soft copies)
  • Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc)
  • Coordinate HR projects (meetings, training, surveys etc) and take minutes
  • Deal with employee requests regarding human resources issues, rules, and regulations
  • Assist in payroll preparation by providing relevant data (absences, bonus, leaves, etc)
  • Communicate with public services when necessary
  • Coordinate communication with candidates and schedule interviews
  • Conduct initial orientation to newly hired employees
  • Assist our recruiters to source candidates and update our database
  • Support managing the graduate programme
  • Manage staff surveys process from start to finish
 Skills, Experience and Qualifications:

Skills
  • Excellent computer skills, with strong MS Office programs experience
  • Excellent time management skills including ability to plan, set priorities, meet deadlines, flexibility to meet changing demands
  • Strong decision making, problem solving and analytical skills and mindset
  • Strong interpersonal and communication skills with ability to communicate with various levels of management
  • Team player, self-motivating
Experience
  • Knowledge and relevant experience with office systems and applications
  • Contract and employment knowledge
  • Proven high level of accuracy and attention to detail
  • High degree of professionalism and ability to deal sensitively with confidential material and matters
Qualifications
  • Relevant qualification in finance and/or business administration
  • Relevant tertiary qualification
Disclaimer:
Given the changing nature of the industry, this job description might not include every duty or responsibility which may be required to be successful in the role. NB: You may be required to perform other related duties as required from time to time.

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