Company Administrator/Business Support

Company Administrator / Business Support Location Whangarei office, with support to all branches as required Hours Full-time, around 40 hours per week. A reduced week of around 30 hours may be considered for the right candidate, once supported by the right systems. Dependent on experience Reports to General Manager Works closely with Branch Managers, laboratory and technical staff, field staff, and our clients and suppliers Direct reports None Position Description Location Whangarei office, with support to all branches as required Hours Full-time, around 40 hours per week. A reduced week of around 30 hours may be considered for the right candidate, once supported by the right systems. Salary Dependent on experience Reports to General Manager Works closely with Branch Managers, laboratory and technical staff, field staff, and our clients and suppliers Direct reports None About the role GeoCivil tests right and builds right – and we want our administration to run the same way: accurate, efficient and on time. This role is at the centre of that. You’ll keep the office running smoothly, give the General Manager and Branch Managers practical PA support, and take ownership of recruitment coordination, procurement, marketing and creditor and debtor management. We’re especially keen to hear from someone who wants to bring smarter tools – including AI – into how we handle admin and data entry. This isn’t about working in isolation on a laptop: it’s about teaming up with our technical and field staff to understand how the lab and testing side of the business actually works, so any new process or tool genuinely makes life easier for staff and better for customers. Key responsibilities Creditors and debtors Process supplier invoices and keep creditor accounts up to date. Support debtor management – invoicing, following up outstanding payments, and keeping accurate records. Make sure invoices and other time-bound financial tasks are completed within the required timeframes. Administration and data entry Deliver day-to-day administration to a high standard – correspondence, filing, records, and general office support. Enter and check test results and other data on standard worksheets and report forms, accurately and on time. Look for practical ways to streamline admin and data entry, including using AI and digital tools, in consultation with the General Manager, Branch Managers, and technical/field staff who rely on that data. Keep the office and filing areas organised and easy for others to use. PA support to the General Manager and Branch Managers Provide day-to-day personal assistant support – diaries, correspondence, meeting coordination, and general problem-solving – as needed. Help prepare reports, presentations and correspondence. Recruitment Support recruitment activity – coordinating job ads, applications, interview scheduling, reference checks and onboarding paperwork. Procurement Help source goods and services the business needs. Build good working relationships with suppliers and keep procurement records tidy and current. Laboratory and operations support Build a working understanding of our laboratory, the tests we run, and the type of work GeoCivil does, so you can support the team more effectively. Support laboratory workload with other laboratory and daily tasks as required. Keep an accurate, up-to-date timesheet, allocating time correctly to the right job number. Health and safety Follow all aspects of Geocivil’s health and safety policy, and take practical steps to help prevent accidents. What success looks like Admin tasks and reports meet quality procedures and are completed to agreed deadlines and an acceptable standard. Financial and client records are accurate, confidential and securely stored. Data entry and reporting are accurate, timely, and increasingly efficient – with technology used thoughtfully to support (not replace) good judgement. Colleagues across the business – office, lab and field – experience the role as helpful, responsive and easy to work with. What we’re looking for A strong standard of written English and Maths. Comfortable with and keen to learn, digital tools and AI-assisted ways of working – and confident suggesting better ways of doing things. Organised, thorough, and good at managing deadlines and your own workload. A genuine team player who enjoys collaborating with people in different roles, including technical and field staff. Curious about our laboratory and testing work, with a willingness to learn on the job (and complete further study if useful). Strong communication skills, and comfortable liaising with clients, suppliers and colleagues. A full New Zealand driver’s licence (Class 1); a manual licence is an advantage. The legal right to work in New Zealand. Willing to self-check your own work and maintain high standards of accuracy and due diligence. #J-18808-Ljbffr