Office Manager

OFFICE MANAGER / DISPATCHER EXTRAORDINAIRE – COME RUN NINJA HQ! Are you ridiculously organised, super switched‑on and the kind of person who notices the ONE tiny detail everyone else missed? Can you answer a ringing phone, reshuffle a technician's day, reply to an urgent email, remember that someone needs to be somewhere at 2pm AND still greet the next person with a smile? You might be exactly the Ninja we're looking for. We're looking for an Office Manager / Dispatcher Extraordinaire to become the heart of our operation and help keep our awesome team of Ninjas moving across Auckland. And we'll be upfront…This is NOT your average sit-behind-a-desk office job. It's busy. It's fast. Plans change. Phones ring. Urgent jobs appear out of nowhere. Technicians need answers. Clients need updates. Someone will definitely forget to tell you something important. We need someone who absolutely thrives in that environment. Someone who is three steps ahead, learns incredibly quickly and takes real pride in getting the little things right. WHO ARE WE? We're a NZ family-owned and operated drainage business with a close-knit team who genuinely enjoy working together. We work hard, have a laugh, back each other and aren't interested in creating a stuffy corporate office. We're a team of different personalities who spend A LOT of time together – and our office is the central hub that keeps everything running. That's why this role is so important. You'll become part Office Manager, Dispatcher, Organiser, Problem Solver, Client Superstar and Camp Mum to our crew. You'll know where everyone is, where they're going next, what they need, which client is waiting for a call and what needs to happen tomorrow before everyone else has even thought about tomorrow. Basically, we need someone who is SUPER onto it. YOUR DAY MIGHT LOOK SOMETHING LIKE… The phone rings. Blocked drain. Urgent. While you're booking that job, another client emails needing an update. One of the Ninjas calls because their job has turned into something completely different. The afternoon schedule now needs rearranging. A report comes through that needs checking. Another job needs invoicing. Someone needs a purchase order. And one of the team is standing in front of your desk asking a question they probably could have answered themselves. Welcome to Ninja HQ. If reading that made you anxious – this probably isn't your role. If you thought “Yep, give it to me, I'll sort it” – KEEP READING. WHAT YOU'LL ACTUALLY BE DOING Answering incoming calls and being an awesome first point of contact for our clients Taking accurate job information – the details matter! Booking and dispatching technicians Managing planned AND reactive jobs Constantly adjusting schedules as priorities change Knowing where your team is and what they're doing Communicating changes clearly to technicians and clients Responding to emails quickly Reviewing technician work notes and reports Following up missing information Generating invoices Accounts receivable and payable Working across Simpro and Xero Following jobs through from the first phone call to final invoice Making sure commitments we've made to clients actually happen Helping management monitor workflows, KPIs and business performance Generally keeping Ninja HQ organised and moving! THE PERSON WE'RE LOOKING FOR We're looking for someone who: Moves quickly – we're a fast-paced reactive business and urgency matters. Has exceptional attention to detail – you notice the wrong address, missing PO number or forgotten follow-up before it becomes a problem. Learns FAST – you'll be taking in a lot of information about drainage, our systems, clients and technicians.Is proactive – you don't sit waiting to be told what to do next. You see it and sort it. Loves solving problems – when Plan A goes out the window at 9:07am, you're already working on Plan B. Is confident on the phone – you'll deal with everyone from homeowners to property managers, plumbers, contractors and commercial clients. Is friendly and positive – even when it's busy, we want our clients and team greeted with a smile. Is ridiculously organised – lists, reminders, calendars and follow‑ups are your happy place. Can hold your own – you'll need to confidently manage a team of field technicians and aren't afraid to chase someone when you need information. Is a team player – no "that's not my job" attitudes around here. Has a sense of humour – genuinely, you'll need one. And finally…You're a little bit of a Camp Mum. You care about your team. You check in on people. You know what's going on. You keep everyone organised. You'll happily have a laugh with them – but you're also perfectly capable of telling a Ninja to hurry up and send you the information you've asked for three times. THE TECHY/BUSINESS STUFF Strong Microsoft Office skills Experience with Xero or MYOB Excellent written and verbal communication Excellent time management Strong organisational skills Confidence making decisions Great problem-solving ability Good general business acumen The ability to prioritise competing demands without losing your cool Experience with Simpro or Fergus would be a huge bonus Previous experience in drainage, plumbing, trades, civil construction or another reactive service industry would also be fantastic – but it isn't essential for the right person DON'T KNOW ANYTHING ABOUT DRAINS?that's okay. We don't expect you to arrive knowing the difference between a cesspit, gully trap, septic tank and a hydro jetter. We'll teach you. In fact, part of your training will involve getting out of the office and spending time onsite with our Ninjas. You'll see what they do, understand the equipment they use and learn how our jobs actually work. THE IMPORTANT BITS Full-time: Monday – Friday Hours: 6.45am – 4:30pm Location: The Concourse, Henderson Remuneration: Base salary + benefits We're looking for someone who wants long-term employment and a role they can genuinely make their own. THINK YOU'VE GOT WHAT IT TAKES TO RUN WITH THE NINJAS? We’re looking for someone who wants to become the person our team can't operate without. Fast. Sharp. Organised. Friendly. Detail obsessed. A problem solver. A team player. And just the right amount of Camp Mum. #J-18808-Ljbffr