Operations Administrator

About TOBA Projects

TOBA Projects is a consultancy specialising in project delivery and advisory services, operating across New Zealand's energy and infrastructure sectors. The company helps clients successfully execute complex projects by providing transparent, accountable, and practical expertise. TOBA's culture values authenticity, credibility, and problem-solving within a small, close-knit team environment.

Role Overview

As an Operations Administrator, you will be essential in ensuring that daily operations run efficiently and without disruption. Reporting to the Operations Manager, you will manage internal systems, support team members, oversee office functionality, coordinate training and marketing activities, and assist with project administration tasks. This role requires someone who thrives on organization, has a hands-on approach, and enjoys being the reliable point of contact for operational matters.

Key Responsibilities

• Manage operational processes and documentation with the Operations Manager to keep systems current, well-organized, and fit for purpose.
• Maintain trackers, records, and templates while coordinating daily operational actions and follow-ups.
• Provide support with people-related functions including onboarding/offboarding, facilitating training logistics, and maintaining personnel records.
• Oversee office management tasks such as maintaining a welcoming environment, managing supplies and PPE, booking travel and events, and processing invoices and expenses according to company policies.
• Prepare and support meetings by organizing agendas, documentation, presentations, and ensuring follow-up actions are completed with professionalism.
• Assist in marketing planning, coordinate marketing schedules, manage event logistics, handle communications, and support both internal and external events.
• Offer administrative support to Project Managers by updating project programs, preparing reports and documents, taking meeting minutes, and performing other related duties.

Candidate Profile

• Experience in administration or coordination roles, preferably within professional services.
• Proactive and curious, with a willingness to contribute across multiple areas as business needs arise.
• Highly organized and capable of managing competing priorities effectively, with strong skills managing documents, trackers, and systems.
• Clear communicator who builds trustworthy and genuine relationships and consistently delivers on commitments.
• Process-oriented, with a passion for improving efficiency and maintaining order.
• Proficient in Microsoft 365 and SharePoint platforms.
• Self-motivated with strong ownership of responsibilities and a problem-solving mindset.
• Alignment with TOBA's core values: being authentic, credible, and focused on solving problems.

What TOBA Offers

• A diverse operations role with opportunity for growth and the ability to shape the evolving responsibilities.
• Exposure to various business functions through close collaboration with senior leaders including Operations Manager and Directors.
• Potential career advancement and opportunities to provide backup support for the Operations Manager.
• Central office location and a competitive remuneration package.

Additional Information

Applicants must already be eligible to work in New Zealand. Interested candidates should submit their CV along with a brief cover note outlining their motivation for applying and examples of how they have improved operations in previous roles.