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Paragon Recruitment Limited Logo Paragon Recruitment Limited · Office Administration

Office Manager – Operations & Finance

New Zealand, Auckland · Job Posted May 05, 2026
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Job Description

Keep the engine room of a fast-paced fire protection business running smoothly. This is a key role keeping jobs moving smoothly from the field through to finance and completion. You’ll be responsible for making sure jobs flow correctly from field to office to finance, including job administration, invoicing, debtor follow-up, supplier accounts, compliance documentation, and client communication. If you’re highly organised, confident with systems, and enjoy keeping everything accurate and moving on time, this role will suit you.

Job Responsibility

  • Manage day-to-day job administration across service, maintenance, and project work
  • Process invoicing accurately and on time (service, compliance, and construction jobs)
  • Follow up overdue invoices and manage debtor collections professionally
  • Coordinate supplier and contractor invoices, payment queries, and accounts payable support
  • Keep simPRO job records, notes, and documentation fully up to date
  • Follow up missing job dockets, labour, and materials from field teams
  • Coordinate client communication and provide timely job updates
  • Support certification packs and compliance (FENZ / IQP documentation)
  • Assist with scheduling, urgent callouts, and job coordination
  • Support reporting, timesheets, and general business administration for the Managing Director

Requirements

  • Strong experience in office coordination, job admin, invoicing, AR/AP, or finance support
  • Confident using systems such as simPRO, Xero, Google Workspace, and Excel
  • Highly organised with strong attention to detail
  • Comfortable working in a fast-paced trade or service environment
  • Strong communication skills with clients, suppliers, and internal teams
  • Able to take ownership and follow things through without chasing
  • Professional, proactive, and solutions-focused
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