• Address and escalate client queries.

• Handle quotes, registrations, bookings, and invoices.

• Oversee social media interactions.

• Manage client communication journey emails.

• Organise travel logistics for staff.

• Assist staff with expense tracking.

• Schedule bookings and notify relevant personnel.

• Manage invoicing and follow up on due payments.

• Reconcile financial transactions.

• Collaborate on budget tracking and ensure expenditure accuracy.

• Oversee client data in the CRM database.

• Review Agenda

• Document decisions, action items, and note any referenced materials and motions' outcomes.

• Organise and transcribe notes into a clear format.

• Highlight action items with responsibilities and deadlines.

• File the minutes securely and timely

Provision of efficient and effective professional executive support. Ensure high level of communication and interaction with executive leadership teams/ Board etc. 

Provide mentoring and coaching to other Executive Administration staff.

• Manage correspondence and interactions on behalf of client

• Collate briefing notes and draft responses to correspondence

• Effectively manage calendar appointments and ensure client is prepared for all events, supporting where required

• Organise all expenses, travel plans and itineraries and any bookings and catering for all meeting needs

• Prepare and review all reports

• Elevate risks and priorities to client

• Work with wider teams to support Governors, team members as required

• Coordinate and run events

• Schedule committee meetings, ensuring convenient times and venues for members.

• Circulate agendas and relevant documents before meetings.

• Coordinate with other committee members on items to be discussed.

• Record accurate minutes, capturing key points, decisions, and action items.

• Assist in facilitating the meeting, ensuring that the agenda is followed.

• Serve as a primary point of contact for the committee

• Ensure members are informed about key organisational updates.

• Coordinate events, trainings, or activities as required by the committee.

Creating and following processes to receive referrals from Ministry. Communicating with clients, internal staff members and/or external service provides to confirm availability of packs and relevant pick/up delivery details.

• Organising the purchase and delivery of food packs from vendors, maintaining accurate stock levels and details of delivery database

• Ensure records of all relevant data are kept and report weekly to funders

• Oversee the packing and allocating of food packs and sundry items according to referrals received

• Co-ordinating and overseeing support staff who are assisting with packing / distribution

• Arrange afterhours /weekend cover for deliveries

• Working with other suppliers across the wider Bay, to ensure streamline processes and provide support to onboarding Coordinators

Ensure smooth running of the office and general business, supporting CEO and Board of Trustees including but not limited to event planning, report writing and diary management.

• Create meeting timelines, prepare and distribute correspondence, agenda and materials, as well as subsequent updates or changes

• Set up and attend meetings, take accurate minutes and distribute

• Onboarding of new staff and paperwork, compiling of weekly timesheets for payroll and expense claims for the organisation

• Financial administration tasks for the Trust, including Xero entry of all invoices and receipts

• Managing the Trusts fleet ensuring all bookings are correct, current and economic use of assets Undertaking research into processes and implement new services/software, overseeing all service level agreements to ensure more streamlined operations

Working with Māori landowners to remove financial barriers, promoting return and retention of Whenua Māori, utilising Council Policy and legislation to achieve positive outcomes for all. Responsible for administering operation of general arrears collection on behalf of Council. 

• • Create and maintain relationships with stakeholders in Māori land blocks

  • Report writing and proposals for Senior Management Team or Councillor consideration on matters such as but not limited to, Rates write offs or mortgagee sales

  • Maintain effective correspondence with customers on Rating calendar and processes by ensuring accurate and timely mail merges are sent out

  • Efficient and courteous management of all communications with customers in person and via phone, letter or email

  • Negotiate and implement payment plans with customers on arrears

  • Work closely with internal departments and Collection Agency to facilitate sundry debt collection

Administrative support to ensure smooth running of business and office functions.

• • Financial administration including all invoice processing, payroll administration and managing

  • Petty Cash funds and reconciliation

  • Collating new staff inductions, onboarding and training

  • Arranging all travel and accommodation as the business required

  • Accurate record keeping of customer sales and orders and monthly hire schedule

  • Working with suppliers and freight partners on process and dispatch of all orders

  • Organise and attend meetings with GM or director and key stakeholders

Admin support to business needs and PA to Sales Manager, GM & Directors. Maintaining diaries for Senior Management Team, attend and minute meetings

• • Booking travel, visas and accommodation as the business required

  • Accounts administration including all invoice processing and managing

  • Petty Cash funds and reconciliation

  • Preparing reports and researching for projects

Customer service focussed role to assist passengers in their travel and having accurate, timely information.

• • Issue tickets on train and assist with passenger needs or queries

  • Work with staff from stations and Control room during disruptions to triage passenger needs, arrange alternative transport i.e. taxis, buses etc

  • Mentor Apprentices for 6 months in Ticket Examiners role.

Customer service focussed role to assist passengers in their travel and having accurate, timely information.

• • Monitoring CCTV at stations, answering help point enquiries

  • Organise travel schedules for engineering works or disruption, using Public Address system to notify passengers

  • Create and implement Contingency Plans for widespread disruptions Training of new CCTV/PA operators