Date posted: 7/11/2024

Location: Auckland

Work type: Full time

Role type: Office coordinator

We’re on the lookout for a superstar Office Coordinator in Auckland, to ensure the smooth operation of the office and the success of office-hosted events. If you’re enthusiastic about keeping things running seamlessly and thrive in a people-centred environment, this is the job for you.

In this role, you’ll bring energy, organisation, and efficiency, combined with a friendly, can-do attitude that makes everyone feel welcome. With a natural ability to solve problems and think on your feet, you’ll handle any challenges that arise calmly and confidently.  Given the hands-on nature of the position, it is based in the office full time.

The role is varied and covers the following areas, where no two days are the same:

Office Coordination

  • Proactively identifies and coordinates office repairs and maintenance with internal stakeholders and external contractors
  • Day to day liaison with external suppliers including property managers, stationery, cleaners, printer provider and caterers for both sites
  • Liaises with principals/managers on their team's office requirements and equipment
  • New starter desk and office/security coordination and floor plan updating
  • New starter office induction
  • Inventory coordination – orders stationery and office supplies, groceries and beverages
  • Keeps printers filled, manages stationary/storage areas
  • Maintains the storeroom and tops up kitchen/kitchenette supplies
  • Ensures the cleanliness & tidiness of the kitchen and common areas.
  • Health and Safety Coordinator for the Auckland office

Office Administration

  • Attends to phone and email queries and coordinates the daily enquiries roster
  • Coordinates couriers and mail distribution
  • Update daily staff movements list
  • Prepares and distributes the internal weekly newsletter
  • Provides administrative support to Head of Operations and Managing Director where needed (eg, conference and trip coordination, reconciling credit cards, meeting organisation)
  • Provides quarterly board meeting administrative support
  • Manages gift organisation for milestone events for both offices
  • Library desk tasks, including recalling offsite files where required

Events & Meeting Coordination

  • Plans, coordinates and sets up internal and external functions in the Auckland office
  • Plans and coordinates in-office staff activities
  • Physical event set up, including arranging room configurations
  • Meeting room set up (including basic technical troubleshooting)
  • Orders catering for in-house events
  • Is an active member of the Auckland office social committee
  • Assists with event coordination for the Wellington office where required

In order to be successful in this role you will have:

  • At least one year of administrative experience in a busy office
  • Experience in a customer facing role
  • Excellent communication skills
  • Top notch organisational skills, with the ability to effectively prioritise and manage stakeholders
  • The ability to problem solve and think on your feet
  • The ability to learn and navigate new systems
  • The ability to maintain confidentiality

What’s in it for you?

At AJ Park we offer rewarding careers, competitive salaries and a holistic range of benefits.  These include:

  • Medical insurance
  • A bring your own device allowance
  • A wellness programme, including a paid wellness benefit, free flu vaccinations, access to free confidential counselling services and wellness experts, and access to a wellbeing portal with an extensive range of advice and resources
  • Flexible leave options, including the ability to purchase up to 2 weeks additional annual leave
  • A progressive take on the journey to becoming a parent, including gender-neutral access to up to a total of 24 weeks paid primary caregiver leave. Secondary caregivers have access to 6 weeks of paid leave
  • Paid time off for volunteering
  • Fruit, snacks and weekly office morning teas
  • Bright and modern open plan offices in the heart of the CBD

Who are we?

We are not your typical law firm.  We dress for our day, have a flat structure and a collegial environment, where bringing your whole self to work is at the heart of who we are.

AJ Park is the IP Firm of choice in New Zealand.  We support our clients with intelligent action and are well respected both within the patent profession and the clients we work with.

Our goal is to be recognised as an employer of choice for all, irrespective of gender, ethnicity, religion, culture, generation, flexible work status, family circumstances, sexual orientation or disability.

Apply now