Office Management (Administration & Office Support)Ngamanawa Incorporation is seeking a proactive, organized, and skilled Office Administrator to join our team on a part-time basis. This role is vital to supporting our organization's day-to-day operations and ensuring effective communication and engagement with our shareholders, stakeholders, and key suppliers. The Office Administrator will manage a wide range of administrative tasks, supplier relationships, and shareholder communication, all within an environment dedicated to kaitiakitanga, Tikanga Maori, and sustainable whenua management.Key Responsibilities:Office Management: Oversee daily office operations, ensuring a well-organized, efficient, and professional workspace. Manage office supplies, coordinate maintenance, and ensure the smooth running of office processes.Administrative Support: Provide administrative support to the General Manager and team members, including document preparation, scheduling, and filing. Handle phone calls, emails, and other correspondence promptly and professionally.Supplier Relationship Management: Build and maintain positive relationships with key suppliers, ensuring effective service delivery and timely follow-up on orders, contracts, and payments.Shareholder Communication and Engagement: Act as the primary point of contact for shareholders, addressing inquiries, maintaining accurate records, and supporting regular engagement initiatives. Assist in developing communication materials to keep shareholders informed.Grant and Scholarship Processing: Administer and oversee the processing of grants and scholarships, ensuring applications are reviewed, processed, and tracked accurately within established timelines.Newsletter Writing: Draft and distribute newsletters to keep shareholders, stakeholders, and community members informed of important updates, achievements, and ongoing projects.Monthly Reporting: Compile and submit monthly reports detailing grant distributions, shareholder communication activities, and engagement efforts. Ensure transparency and accountability in all reporting.Event Coordination: Assist in organizing shareholder events, board meetings, and other gatherings, including venue arrangements, catering, and communication with attendees.Annual General Meeting (AGM) Preparation: Collaborate with the Company Secretary to plan, prepare, and execute the AGM, including coordinating logistics, preparing materials, and assisting with shareholder communications.Record Keeping & Filing: Maintain accurate records, including meeting minutes, documentation for projects, and financial records, ensuring all files are well-organized and easily accessible.Data Entry & Reporting: Enter data accurately into company systems and assist in generating reports as required. Maintain databases with updated information on contacts, projects, and organizational details.Support for Environmental and Cultural Projects: Assist with administrative tasks for Ngamanawa Incorporation's environmental conservation and cultural stewardship projects, coordinating with internal and external stakeholders when needed.Key Skills and Experience:Proven Administrative Experience: Minimum of 2 years in an administrative role, ideally within a community-focused, conservation, or not-for-profit organization.Relationship Management Skills: Ability to build and maintain positive relationships with suppliers, shareholders, and community partners.Strong Communication Skills: Excellent written and verbal communication skills, particularly for shareholder engagement, newsletter writing, and community updates.Organizational and Time Management Skills: Ability to manage multiple tasks, prioritize effectively, and meet deadlines.Computer Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Outlook). Experience with accounting software or CRM systems is advantageous.Cultural Awareness: Understanding of, or willingness to learn about, Maori values, Te Ao Maori, and Kaitiakitanga, with the ability to operate within a culturally respectful framework.Preferred Qualifications:Experience in Maori Enterprise: Experience working with or within Maori enterprises or community-focused organizations is a strong asset.Adaptability: Ability to respond to changing priorities and take on new responsibilities as the organization grows.Flexible Hours: Enjoy work-life balance with part-time hours.Professional Growth: Opportunities for training and development in Maori enterprise, conservation, and office administration.Meaningful Impact: Contribute to a values-driven organization with a focus on environmental stewardship and cultural heritage.
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