Personal Assistant

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