Office Administrator

Role Summary

As Office Administrator you will be working to support the smooth day to day running of the studio whilst contributing to continuously improve the studio’s working environment. You will provide all round support across the physical studio, maintenance and improvements, travel, events, and general administration duties.

Key Responsibilities

Travel and team events management

• Oversee and manage the coordination of all business travel, accommodation, and hospitality arrangements for the team, which includes booking tickets, hotels and organising visas.
• Follow the yearly events program (such as Friday drinks, parties and other staff events), working on booking, budgeting, and coordinating activity for all internal and external events.

Physical studio support

• Solve facilities related problems - Proactively take care of any problems or enquiries that may arise related to the physical office environment.
• In consultation with the Head of Operations and Production for building maintenance and repairs, log issues, book trades, and provide staff comms about this where needed.
• Work with the Head of Operations and Production to manage the annual building maintenance schedule including management and annual review of supplier contracts.
• Ensure that all budgeted studio supplies are stocked and maintained (kitchen, stationery, etc), placing orders when necessary.
• Manage and support the studio operational expense process.
• Facilitate and welcome studio visitors, organising refreshments/catering where appropriate.
• First point of contact for the team needing general studio support and triage support requests to relevant team members or service groups.
• Be the first point of contact for any tenants we have.
• Work with IT to manage fobs and comms with our security provider.
• Be the first point of contact and maintain the schedule for studio cleaning suppliers.

General administration

• Ensure the studio complies with health & safety requirements including tracking and management according to best practice.
• Act as a Fire Warden, including being responsible for fire drills, signage, civil defense processes, first aid kit, etc.
• Provide general admin and record keeping of key operational data, keeping up to date any relevant documentation

Skills & Behavioural Competencies

• Initiative and autonomy: You take responsibility for your work and are able to work autonomously. You show initiative and determine when issues should be escalated.
• Clear, consistent and proactive communicator: You think about what information people need and convey that information in a transparent, clear and timely manner. You check to see if people have understood or need additional information. You identify when you need more information to do your job and ask for it.
• Problem solving: Strong problem-solving skills and the ability to exercise sound judgement and make decisions based on accurate and timely information.
• Openness to change: You want to learn what works, share ideas, and are willing to try new things out. You are adaptable and prepared to shift direction after discussion about benefits and risks.
• Teamwork: You are willing to assist and support others as required and get on with team members. 
• Planning, organisation, and attention to detail: You develop and use systems to organise and keep track of information or work progress. You review and check the accuracy of information. You show an ability to work on and prioritise multiple initiatives at the same time.

Qualifications and Experience

• Proficient in Microsoft Office Suite
• Well developed literacy and numeracy skills
• Knowledge of the New Zealand health and safety regulations
• Ability to work with a range of IT systems and accurately enter and interpret information
• Experience being responsible for the maintenance and management of a physical office
• Excellent spoken and written communication
• Ability to prioritise tasks around regular interruptions
• Ability to make fast and sound decisions under pressure

Work hours and location:

Due to the requirements of this role to facilitate the day-to-day running of the physical studio environment, working hours will take place in our Wellington studio between the hours of 10am and 2pm (or as specifically agreed). Hours may be adjusted for facilitation of staff events as required.

Please note: You must have the right to work in New Zealand or Australia to be eligible for this position.

This is a part-time permanent employment role.