Job Purpose: To effectively manage all aspects of the day-to-day running of the office and to ensure that the administration needs of our client's Wellington office are fulfilled effectively and in a timely manner. This includes accounts, HR and sales support. Key Working Relationships: Key Manager to provide overall direction, guidance and quality assurance. This includes performance reviews and raising and resolving any key issues. Ensure that our client's Managers are adequately supported in key administration areas including project support. To work with the Corporate Services Team in Auckland. Follow established procedures where applicable. Close co-ordination on Recruitment and HR needs; policy and procedures. To work with the Financial and Accounts Team Members Other staff members: Provide information and assistance as required General Office Duties: Mail - checking PO Box, outgoing mail requirements Maintaining stationery requirements - e.g. paper, fax film, printer toner, etc Buying milk, tea, coffee and any other required grocery supplies for office Ensuring the office is maintained in a tidy state Pricing and ordering computer equipment and office furniture, etc as required General filing Banking Travel and Accommodation bookings Accounts Support. This may include: Faxing supplier invoices to NZ Paying supplier invoices by cheque as required and providing payment detail to accounts Filing invoices Chasing up overdue timesheets and invoices from consultants Co-ordination of payments to ATO and completion of compliance forms e.g. BAS, IAS Co-ordinating insurance compliance and payments with our client's NZ subsidiary of the Company Quarterly Superannuation payments in accordance with legislative requirements Printing client invoices on letterhead, printing timesheets etc ready for delivery to client Chasing up payment from debtors HR Support: Close co-ordination with our client's NZ HR subsidiary of the Company on recruitment andHR needs; policy and procedure. Use of our client's templates and procedures. This may include: Recruitment activities - drafting of position requirements with key manager, co-ordination of recruitment through advertising media and/or agencies, co-ordination of interview, acceptance/rejection letters, etc. Maintenance of HR database Co-ordination with Project Managers and Account Managers for specific project requirements Creating and editing our client's style resumes for presentation to clients Engagement activities - assisting in getting contracts signed, system set up, collection of tax and super information Induction activities Ensuring project assignments are established and signed by relevant parties Social event co-ordination Sales Administration. This may include: Setting up clients and projects in RCS Maintenance of projects and assignments in RCS Assisting with preparation of proposals, terms of references and/or presentations Printing, binding, etc Support with preparing sales forecasts and actuals reporting on a monthly basis Administrative support for Project Managers Filing customer contracts and other documentation Other General Projects. This may include: Premises - investigating other options in preparation for decision about whether to extend lease or not Christmas Cards Event organisation Establishing and maintaining fixed asset register for office PERFORMANCE MEASURES General Office Administration: All areas of the office and premises are managed effectively. Supplier relationships are reviewed and managed in the best interests of our client. All existing documentation of office processes and procedures are kept up to date. New documentation of office processes and procedures are completed as required. Manages all allocated tasks so that all work is undertaken according to the priorities set, all work is completed within the agreed time allocated, sponsors and users are satisfied with the work undertaken. Other: All tasks carried out as required within the expected timeframe. High level of care taken in completing tasks. Maintains excellent phone manner at all times and interacts professionally with all visitors and internal personnel. Professional rapport developed with the Company's Managers and Clients. Accuracy of information provided to other personnel in the Company's Group. KEY ATTRIBUTES REQUIRED Essential: Proficient in Microsoft Office tools - Word, Excel, PowerPoint, Project; and use of email Excellent communication skills. Communicates effectively both orally and in writing. Quality presentation of ideas to both individuals and groups. Teamwork. Works effectively with others, willing to be involved and participate in activities. Deals effectively with people and is aware of and sensitive to others. Ability to take initiative and good common sense Initiative, ability to multi-task & deal with deadlines Proven organizational skills Good attention to detail Minimum of 12 months office experience Desirable: Understanding and appreciation of Project Management [disciplines] Understanding of sales process