Administration Assistant

Aquaheat Facility Services specialise in comprehensive facility maintenance solutions across New Zealand. Our dedicated team ensures that essential hard services including HVAC, boiler, refrigeration, electrical, plumbing, and carpentry operate seamlessly in commercial, industrial, and infrastructure settings. With over 70 years of experience, we pride ourselves on delivering reliable, high-quality maintenance, capital replacement, asset management and building compliance services that keep buildings safe, efficient, and comfortable. Aquaheat Facility Services is proud to be a member of the Horizon Energy Group of companies. About the role: This is a site‑specific position based at Victoria University of Wellington's Kelburn Campus , supporting the Trade Services Contract. Providing daily administrative support including job creation, updates, purchase orders and invoicing Working Monday to Thursday 7:30am–4:30pm and Friday 7:30am–4:00pm , a total of 42 hours per week supporting technicians, coordinators and the contract management team Logging, allocating and following up reactive and planned maintenance calls to ensure timely workflow Updating Pronto, Pulse and customer portals with job outcomes, remedial actions, asset data and documentation Coordinating workloads, collecting timesheets, reviewing service dockets and ensuring all job information is complete Assisting with coding, data entry, PO follow‑ups and creditor processing to support timely invoicing Responding promptly to calls and emails and maintaining positive client relationships Following H&S procedures, reporting hazards and supporting audits and safe work practices About you: You're an organised, detail‑focused administrator who thrives in a busy service‑based environment: Bring administration experience ideally within trade services, facilities management or a similar operational environment Work with fast and accurate data entry, strong attention to detail and confidence managing multiple tasks Communicate clearly with technicians, coordinators, managers and clients across phone, email and system platforms Prioritise workload, manage deadlines and organise tasks in a busy service‑based environment Work collaboratively, offer assistance to colleagues and contribute positively to team culture Make timely decisions, escalated issues appropriately and support smooth service delivery Adapt to changing demands, unexpected events and shifting priorities while maintaining quality Understand health and safety requirements and support safe work practices across the contract What's in it for you? At Horizon Energy Group, you'll enjoy: Career development: ongoing training, upskilling and pathways across the wider Group Wellbeing support: health checks, flu jabs, EAP, and life & critical illness insurance Extra leave: enjoy a paid day off on your birthday Perks & discounts: access to a wide range of corporate discounts Join a trusted NZ company with 70+ years of industry experience Supportive team culture: work with people who value safety, teamwork and doing the job right Our SWITCH Values: We're after someone who brings real energy to our SWITCH values: Sustainability – Making smart decisions for our future. Winning – Taking ownership and delivering results. Innovation – Finding better ways to get the job done. Trust – Building strong relationships through honesty and integrity. Customer Focus – Delivering exceptional service every day. Health & Safety – Putting safety first, always. Applicants must be legally entitled to work in New Zealand. Our workplaces are drug and alcohol free - all successful applicants will be required to undertake a pre-employment medical. #J-18808-Ljbffr