We’re on the lookout for a dedicated personal assistant to join our team.
Location: Auckland
Position/s: 1
Key Responsibilities:
- Work closely with the Director and cleaning staff each day to keep operations organised—handling general administration, updating rosters, and passing on information to the team.
- Research new cleaning methods, products, and supplier pricing; prepare short reports that show cost-saving ideas and ways to improve service quality.
- Keep all company records—service contracts, client agreements, health-and-safety documents, and staff files—secure and well organised in digital folders (and hard copy when required) so they meet privacy rules and are easy to find.
- Attend staff meetings, client walk-throughs, and supplier meetings; take clear minutes, list action items, and follow up until each task is completed.
- Manage the Director’s calendar: set up site visits, client meetings, and team check-ins to make sure work is booked at the right time.
- Arrange travel or accommodation for the Director when required.
- Sort incoming emails, online work orders, and invoices; save each document in the cloud system and send it to the right person.
- Answer client and supplier phone calls and messages, handle routine questions, and pass on urgent issues to the Director.
- Assign basic tasks—filing, data entry, supply pick-ups—to any casual admin support staff so daily office work stays on schedule.
- Write and edit professional emails, proposals, service reports, and simple contract updates directly in shared online documents—using voice-to-text tools if helpful—to keep communication quick and accurate.
- Act as the main contact for key clients and suppliers, keeping relationships positive and making sure enquiries, bookings, and feedback are dealt with promptly and politely.
Requirements:
- At least NZQF Diploma (level 4) or equivalent or higher , OR, at least two years of relevant experience. (either one)
- Proven ability to organise calendars, meetings, and cloud-based records in a small-business or service-industry setting.
- Strong written and verbal communication skills for liaising with clients, suppliers, and cleaning staff.
- Solid working knowledge of Google Workspace or Microsoft 365—including email, shared drives, calendars, and basic spreadsheets.
- Experience preparing concise reports, meeting minutes, and cost comparisons to support management decisions.
- Understanding of confidentiality and privacy requirements when handling contracts, staff files, and client records.
- Confident in researching suppliers, comparing prices, and negotiating basic terms for products or services.
- Comfortable directing casual office or admin support staff to keep routine tasks on schedule.
- Familiarity with health-and-safety documentation and safe work practices within the cleaning or facilities-management industry is an advantage.
What We Offer:
- Competitive salary
- Supportive work culture and professional development opportunities
- Company vehicle and phone (if applicable)
- Opportunity to grow within a well-established local business
Send in you Cvs if you meet the criteria and join our dynamic team.
Job Types: Full-time, Permanent
Pay: $31.00 – $35.00 per hour
Work Location: In person