Kia mahi ngātahi mō Pōneke mō tōna āpōpō | Working together for Wellington's future.
Pōneke is on a journey of transformational change, responding to many of the challenges cities around the world are facing, while delivering an inclusive, sustainable, and creative capital for people to live, work and play.
We are looking for a new Project Administrator on a fixed-term basis to join the Te Matapihi ki te Ao Nui (Wellington Central Library) project currently undergoing seismic strengthening and refurbishment, Te Matapihi ki te Ao Nui is a much loved and high-profile building here in Pōneke.
As the Project Administrator, you will assist the team by providing general administrative functions and supporting the Project Director and internal project managers, maintain project reporting systems, and provide accurate, efficient, and timely administrative support such as,
Project Administration
- Co-ordination of internal and external meetings, including taking and circulating minutes, and following up on any important actions and decisions from the meeting
- Liaise with internal and external stakeholders as appropriate.
- Point of contact for general administrative tasks such as organising venues, equipment, team related functions and team building events as required.
Financial Administration and Reporting
- Assist with financial support including raising and approving purchase orders, managing invoices, organising manual payments, and monthly finance reporting.
- Complete the financial reporting for the team in conjunction with the business analyst and the project managers.
- Assist in the preparation of monthly and year-end accruals and journals.
Contract Management and Procurement
- Work with the project managers to manage all project documentation such as project charters, risk registers, financial documentation, and contractual documents.
- Assist Commercial Partnership team with FF&E procurement administration.
You'll have the opportunity to work on a unique project that will leave a lasting legacy on the city, and its spiritual heart Te Ngākau Civic Square while learning from an experienced team - including an accomplished Project Director and reporting to, Andrea Thomas, who has previously worked on the creation of the Waitohi Hub in Johnsonville.
Andrea puts her trust in people and creates the environment for them to be at their best. With an emphasis on teamwork - Andrea is not shy of taking the rubbish out and makes a pretty good cup of tea! There's no micromanagement and plenty of humour.
The team is small, but vital - everyone plays a part at and is at the centre of the project. As the Project Administrator, you will be an integral part of the project team so will need to be flexible and able to work at pace, have great attention to detail, great time management, excellent communication and relationship building skills, and be proficient in Microsoft Office suite.
But more than that, we want someone who is excited at the opportunity to work on a project that will play a key part in reinvigorating Te Ngākau Civic Square and create a space that Wellingtonians will use and enjoy for generations to come.
This position is fixed term ending 27th of March 2026 and based at our Tahiwi offices on the Terrace, however, will occasionally be required on the project's construction site.
Working with us
Working for Te Kaunihera o Pōneke offers you a range of benefits, including 5 weeks annual leave, flexible working options, health and wellbeing support, Council staff discounts, and a range of learning and development programmes and opportunities.
You'll be playing a part in making our city an inclusive, sustainable, and creative capital for people to live, work and play.
So, if joining a team that is focused on delivering the best outcomes for the city now and into the future seems like something that you want to be part of, apply today!
Applications close 23rd of January 2025. All applications must be submitted online. All applicants must have the right to work in New Zealand and be prepared to undergo a Ministry of Justice check.
We want to make sure any accessibility requirements you may have, are well supported so the selection process is equitable for everyone. Please let us know if there are any adjustments or support, we can offer to make our process more accessible to you by emailing: recruitment@wcc.govt.nz
