Personal Assistant

Location
Auckland City, Auckland
 
Full job description
We’re on the lookout for a dedicated personal assistant.

Location: Auckland

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

Expected hours: 30.00 – 60.00 per week

Work Location: In person

Application Deadline: 07/08/2025
Expected Start Date: 10/09/2025

  Read more