Office Management (Administration & Office Support)Location: Greater Wellington region – flexible (both work from home and some co-working days in Wellington Central)Salary Range: $70-85k/year (negotiable based on experience)Duration: PermanentHours: 0.9 -1 FTE Full TimeApplications Close: Monday 2nd September 2024We need a very special someone to manage our financial, HR and administrative systems whilst our busy team gets down to the business of delivering our programmes, events and restoration across the region.You'll be worth your weight in gold managing financial reporting, reconciliations, budget tracking, payroll, procurement and more. You'll be comfortable also wearing the HR hat and overseeing recruitment, onboarding and offboarding of staff, managing contract changes, staff policies and whatever other HR functions the organisation needs. You'll be a right-hand to the Co-directors, Team Leaders and provide executive support to the Board of Trustees, covering administrative tasks such as supporting meetings, tracking actions and any other organisational needs that come up.Our ideal candidate will be an experienced finance and HR all-rounder and bring at least 5 years' experience in a similar role. You should get a thrill out of making sure everything is running efficiently, that good systems are maintained and managed to the highest standard and always be willing to lend a hand wherever needed. Previous experience working in a Not-for-profit environment is a bonus!ABOUT USWe're a passionate and dedicated team and we work to connect people with te taiao. We work with communities delivering programmes and events; championing restoration and science. We thrive on variety, positivity, community-connection and time in the outdoors. We reach thousands of people every year through these activities.WHAT WE OFFER:Flexible working hours and working from home options.Opportunities to be working outdoors, connecting to nature and the community.Staff well-being and technology allowances.THE ROLEYou'll have a wide variety of financial responsibilities – managing budget tracking and reconciliations, accounts payable/receivable, payroll and helping with forecasting to mitigate financial risk, as well as preparing the EOFY reporting. You'll have experience working within the not-for-profit sector and the high level of financial accountability required, or transferable skills which will make you a good fit for the role. You'll be able to deal with confidential information in a discrete manner and with a high level of integrity. You'll oversee the maintenance, implementation and evaluation of financial practices, systems, and procedures to optimise our efficiency as a team, and support high quality outcomes.You'll also play an integral role in keeping the HR functions of Mountains to Sea Wellington running smoothly - helping with organising contracts, managing the induction process for new starters, recruitment, updating staff policies and creating new policies as required, as well as assisting with the PDP and pay review process. There is a real opportunity here to develop your experience in HR and you'll find yourself as the main point of contact for staff for all things HR.In your role you will also provide executive support to the Board of Trustees and Co-Directors, assisting with scheduling Board meetings and taking minutes. You'll work closely with the Co-Directors and provide operational support; managing procurement and keeping systems and processes streamlined and up to date to help our busy team work effectively and stay well-coordinated.Your role will include:Finance Systems and PayrollAssisting Co-Directors and Project Leads to monitor annual budgets.Exercising delegated authority for assigned budgets.Preparing and processing invoices and expense claims in accordance with delegations and policy.Running payroll using Thank-You payroll.Point of contact for staff enquiries regarding financial processes and procedures.Procurement and purchasing of equipment to meet delivery needs.Reviewing, up-dating and maintaining financial systems to ensure our practices are up-to-date and fit for purpose.Scanning for new funding opportunities and pathways.HR SupportOrganising contracts, contract variations and letters as required.Managing the induction process for new starters.Offboarding leaving staff.Managing all aspects of the recruitment process, including posting job ads, communicating with applicants and scheduling and attending interviews.Keeping staff policies up to date and creating new policies as required.Assisting with the PDP and pay review process.Executive Support to the Co-Directors and the MTSW Board of TrusteesScheduling meetings, agendas, minutes and actions, and collating and distributing materials in a timely manner as required.Coordination and/or liaison with other internal or external parties as required.Operational and Administrative AssistanceMaintaining record keeping systems and processes.Providing document management and support.Maintaining CRM records and good relationships with our funders and partners.Managing procurement with an aim to align with our sustainability goals.Providing administrative expertise, filing, record-keeping and document management.OUR IDEAL CANDIDATESkills & Experience required:A minimum of 5 years proven experience in a previous financial, HR and administrative role.Qualification in book-keeping or accounting – or equivalent experience.A background working in the education or non-profit sector would also be an advantage, but not crucial.Knowledge and experience with administrative systems and processes, with a demonstrated eye for detail.Experience managing payroll, budgets and fund-raising systems.Proficient with a variety of digital tools and software used for our internal and external communications, systems and design.A high level of competency with Xero financial software, including tracking categories, manual journals, and generation of customised reports for funding budgets.Experience preparing financial reports for the EOFY.Proficient use of Google Drive, Airtable, Excel and other tools used to streamline processes.Excellent interpersonal and communication skills (both written and verbal).Intuitive application of discretion, confidentiality, integrity, and professionalism.A professional approach and ability to organise and prioritise workloads effectively, to ensure high quality results within deadlines.Highly organised, disciplined, resilient, and capable of managing a wide range of competing priorities.Application deadline is Monday 2nd September 2024.Your application will include the following questions:Which of the following statements best describes your right to work in New Zealand? #J-18808-Ljbffr
