Office Manager

Position Title: Office Manager

Company: Hauraki Civil Engineering (HCE)

Location: Rotorua, New Zealand

Employment Type: Full-time 40 Hours/Week

Position Summary:

The Office Manager at Hauraki Civil Engineering (HCE) plays a critical role in supporting the company’s HR and financial operations while ensuring smooth administrative processes. This position is central to the coordination between internal teams, contractors, and clients. The Office Manager will work closely with the executive and project management teams to uphold company performance, compliance, and culture.

Key Responsibilities:

Human Resources & Compliance

Maintain and update employment contracts, policies, and staff records in alignment with NZ employment laws.

Coordinate recruitment processes and onboarding of new staff.

Support visa applications and immigration processes when required.

Handle employee queries, leave management, and compliance-related documentation.

Promote a positive and culturally respectful workplace environment.

Financial Administration

Manage payroll operations, ensuring accuracy and timely payment for all staff and subcontractors.

Process and track invoices, purchase orders, and bank reconciliations.

Monitor cash flow, assist in budget preparation, and prepare basic financial reports for management.

Liaise with the accountant and financial advisors as needed.

Project and Contractor Coordination

Provide administrative support to project managers, ensuring project documentation and paperwork for clients is complete and accurate.

Communicate with contractors and their managers to coordinate schedules, resolve issues, and provide necessary support.

Assist with contractor onboarding and compliance (e.g., contracts, health & safety, insurance).

General Office Management

Maintain office systems, supplies, and communications.

Support the preparation of reports, tenders, and other business documents.

Ensure vehicle registrations, insurance records, and compliance documents are up to date.

Act as a central point for internal and external communications, improving workflow and collaboration.

Requirements:

A bachelor of above qualification in administrative/business management/human resources or at least 3 years experience in similar role

Proven experience in office administration, HR, and/or finance support roles

Strong understanding of NZ employment and payroll systems

Excellent communication and interpersonal skills

Highly organized and detail-oriented

Proficient in Microsoft Office and accounting/payroll software (e.g., Xero, MYOB)

Ability to work independently and support a field-based team

Please note: Candidates must have the right to work in New Zealand. Applicants for this position should be NZ citizens or NZ resident visa holders.

If you feel like this job is right for you, please submit your CV with a cover letter by clicking "APPLY" now.

We may ask you to provide a reference check as well as confirming you do not have a criminal record in the past.