Administrative Assistant / Office Coordinator

SUMMARY

Job title: Office Coordinator / Administrative Assistant

Company: Metis Consultants

Location: Newmarket, Auckland

Hours: Part-time (15–20 hours per week) with flexible working arrangements. Hybrid working options available.

Salary & Benefits: Competitive remuneration based on skills and experience - plus:

• Annual performance-based salary review.

• Eligible for the Metis Profit Share Scheme.

• Mobile phone subsidy and high-performance laptop provided.

• Paid overtime and / or time off in lieu (TOIL).

• Five weeks annual leave (pro-rata).

• Funded monthly social activities and annual training budget.

Career Development: Genuine opportunity to grow into a broader Office Manager or business operations role as the company continues to grow.

DETAILED JOB DESCRIPTION

Overview

At Metis, we are looking for a highly organised and proactive Administrative Assistant / Office Coordinator to help keep our growing consultancy operating efficiently. This is not a role where you will spend your days waiting for instructions or simply processing paperwork. We are looking for someone who enjoys taking ownership, supporting others and making sure things get done. You will become a trusted resource for our team, helping manage administration, office coordination, HR records, project support and business systems. The right person will quickly become an important part of how our business operates. The role would suit someone who enjoys administration today and is interested in developing into a broader office management or business operations role in the future.

Why Join Metis?

We know that administration professionals are looking for more than just a list of duties.

Work-life balance

• Permanent part-time role (15–20 hours per week).

• Opportunity to shape a work pattern that suits you and the business.

• Convenient work location in Newmarket with easy access to public transport, restaurants and shopping.

• Five weeks paid leave (pro-rata proportional to part time hours agreed).

• Hybrid working options (work from home and our office in Newmarket).

• Funded monthly staff social activities.

Competitive remuneration

• Competitive salary package based on skills and experience.

• Personal mobile phone subsidy for work use.

• Light-weight, high performance laptop provided for work and reasonable personal use.

• Paid overtime and / or time off in lieu of overtime (TOIL).

• Eligible to join the Metis Profit Share Scheme.

• Subsidised public transport (50% subsidy via the Auckland Transport FareShare scheme).

• Annual performance-based salary review.

• Annual training plan with allocated budget for external courses.

Great team environment

You will join a small, professional and supportive team where people genuinely enjoy working together. You will work directly with senior staff and contribute to the ongoing improvement of our business. Our team values:

• Trust and accountability.

• Open communication.

• Continuous learning.

• High-quality work.

• Helping each other succeed.

About Metis

Metis is a civil and environmental engineering consultancy based in Newmarket, Auckland. We help clients deliver sustainable infrastructure, land development and environmental projects throughout New Zealand. As a smaller consultancy, every team member can make a meaningful contribution to the business. Our work includes three waters infrastructure, land development, asset management, limate change adaptation.

About You

We are less concerned about finding someone with experience in every task listed below and more interested in finding the right person. We are looking for someone who is interested in learning how the business operates and can proactively develop the role to contribute to our success. You are likely to be someone who:

Takes Ownership

• You accept responsibility for your work and follow tasks through to completion.

• You take pride in being the person people can rely on.

Learns Quickly

• Once shown how something is done, you can confidently apply that knowledge again in the future.

• You do not need repeated instruction for recurring tasks.

• You identify patterns, develop repeatable processes and continuously improve the way things are done.

Has a Service Mindset

• You genuinely enjoy helping other people succeed.

• Colleagues see you as someone who makes their work easier, not someone who creates additional administration.

• Is Organised and Reliable

• You can manage multiple tasks simultaneously while maintaining a high level of accuracy.

• You pay attention to details and consistently follow through on commitments.

Listens and Communicate Well

• You build positive working relationships with colleagues, suppliers and external stakeholders.

• You keep people informed and proactively communicate progress, issues and actions.

• You can accurately capture actions and decisions from meetings / discussions and ensure they are completed.

The Role

This role supports the day-to-day operation of the business and touches many parts of the organisation. You will work closely with the Managing Director and wider team to ensure business systems, records and administration activities are organised, accurate and running smoothly. The role includes responsibility for:

General administration and office coordination

• Coordinating monthly team events.

• Completing routine compliance checks.

• Maintaining and updating internal procedures, templates and intranet pages.

• Booking travel, conferences and training.

• Helping with office supplies and small office coordination tasks.

HR and people administration

• Setting up and maintaining HR records.

• Maintaining mandatory training records.

• Maintaining H&S records, such as ergonomic checks and equipment records.

• Coordinating recruitment activities.

Project and document support

• Maintaining Metis templates.

• Supporting preparation of tender documents.

• Proofreading and formatting reports.

IT and systems administration

• Assisting with new starter setup, including laptops and business systems.

• Supporting account closure for leavers.

• Coordinating equipment purchasing and setup.

Marketing support (nice to have)

Marketing skills are helpful, but not essential. Depending on your experience and interest, the role may include:

• Updating website content.

• Supporting LinkedIn updates.

• Creating marketing collateral & supporting merchandise procurement.

• Helping arrange events with industry groups.

Skills and Experience

We would love to hear from you if you have:

• Experience in administration, office coordination or a similar role.

• Strong Microsoft / Office 365 skills (particularly Outlook, Teams, SharePoint, Word and Excel)

• Excellent organisational skills.

• Strong written and verbal communication skills.

• High attention to detail.

• Ability to work independently.

Desirable but not essential:

• HR administration experience.

• Health & Safety administration experience.

• Professional services experience.

• Marketing or social media coordination experience.

Career Growth and Development

While this role is initially structured as a part-time position (10–15 hours per week), we see it as an important long-term role within the business. As Metis continues to grow, we expect the responsibilities and scope of this role to expand. For the right person, there is a genuine opportunity to develop into a broader Office Manager position over time. We are particularly interested in finding someone who wants to grow with the business rather than simply perform a fixed list of administrative tasks. Depending on your interests, skills and performance, future opportunities may include:

• Greater responsibility for business operations and office management.

• HR and recruitment responsibility.

• Health & safety management and compliance.

• Systems and process improvement.

• Business administration and reporting.

• Marketing and business development support.

You will work closely with senior staff and have direct exposure to many aspects of running a professional consulting business. This provides a unique opportunity to develop commercial, operational and management skills that are often unavailable in larger organisations. We don't expect the successful candidate to arrive with experience in all these areas. What matters most is a willingness to learn, take ownership and continuously grow your responsibilities over time.

What Success Looks Like

After six months in this role:

Team members confidently delegate administrative tasks because they trust they will be completed accurately and on time.

• Routine administration is handled without repeated direction.

• Company records, systems and templates are organised and up to date.

• Meeting actions are tracked and followed through.

• Business processes are continually improving.

• Staff view the administration function as a valued resource that saves them time.

• Directors and technical staff spend less time on administration and more time with clients and delivering projects.

• The role has evolved beyond basic administration into a trusted office coordination and business support function.

• You are actively identifying opportunities to improve systems, processes and team efficiency.

• Your scope of responsibility continues to grow alongside the business.

Application Process

To be eligible for this role, you must:

• Be currently located in the Auckland Region (we will not consider 100% remote working for this role)

• Be legally able to work in New Zealand

Please apply with your CV and a short cover letter explaining:

• Why you are specifically interested in Metis and this role.

• What relevant administration or office coordination experience you bring.

• Your preferred working pattern for a 15-20hr work week (location and general work hours)

Applications that do not include the above information in the cover letter will not be considered.