Finance Administrator and Office Manager

About the Role

Werk Agency seeks a highly organised Finance Administrator & Office Manager for a six-month fixed-term opportunity. This part-time role involves 20 hours per week based in Auckland. Werk Agency is an independent creative and marketing firm delivering strategy, campaigns, content, design, digital media, and brand experiences.

The successful candidate will be responsible for managing the agency’s financial and operational administration to maintain accuracy and smooth processes. Key activities include managing client budgets, coordinating invoicing, handling supplier invoices, and ensuring contracts are properly prepared and stored.

Key Responsibilities

• Manage monthly client invoicing processes.
• Provide support for bookkeeping and financial record keeping.
• Keep client budgets and project details accurate and current.
• Monitor supplier costs, project budgets, and invoicing statuses.
• Allocate costs properly to clients, campaigns, or projects.
• Track supplier invoices, purchase orders, and required documentation.
• Coordinate payroll details and maintain employee leave records.
• Prepare employment and contractor agreements and manage contractual paperwork.
• Organise signature collection, contract renewals, and secure filing.
• Support onboarding and offboarding of employees and contractors.
• Handle communication with suppliers, freelancers, and media partners.
• Follow-up on missing information, approvals, invoices, and documentation.
• Help implement clear financial and administrative procedures.
• Develop new templates, checklists, and improve operational workflows.
• Manage and maintain an organised, welcoming Auckland office environment.

Candidate Profile

The ideal candidate is practical, detail-oriented, and highly organised. Comfortable working with numbers, invoices, budgets, payroll data, and contracts, they communicate effectively with marketing, creative, and client service teams. They possess a proactive approach to ensuring processes are completed correctly and seek continuous improvements rather than adhering strictly to outdated methods.

• Experience in finance administration, accounts support, bookkeeping, payroll, HR administration, or office management.
• Confidence in handling invoices, supplier bills, budgets, and financial documents.
• Ability to prepare contracts and employment paperwork from approved templates.
• Excellent attention to detail and diligent task follow-through.
• Able to meet recurring deadlines independently.
• Strong follow-up skills with colleagues and vendors when needed.
• Clear, friendly, and professional communication style.
• Experience with Xero or similar accounting and payroll software.
• Background in improving administrative processes and workflows.
• Experience in agency, media, marketing, creative, or project-driven businesses is a plus but not mandatory.

Success Outcomes

• Timely and accurate invoicing and payroll completion.
• Up-to-date client budgets and project records.
• Accurate capture of supplier costs against corresponding jobs.
• Complete and securely stored contracts and HR paperwork.
• Early identification of financial risks or missing data.
• Team adherence to efficient and clear administrative procedures.
• Enhanced visibility for leadership on budgets, costs, and profitability.
• Smooth day-to-day operation of the Auckland office.

Additional Information

This role is fixed-term for six months with approximately 20 hours weekly onsite in Auckland. Flexibility in scheduling is possible but presence around key monthly financial deadlines is essential. The candidate will join a driven and supportive team passionate about excellent work and fostering a positive agency culture.