Project Administrator

Here at Kotahi, we’re a small, tight-knit team with big ambitions. We’re real people; we leave our egos at the door, challenge conventional thinking when we need to, and collaborate as a team to deliver the best possible solutions for our clients.

We’re on the lookout for an organised, proactive Project Administrator to join our Napier studio and help keep our projects and operations running smoothly.

This is a part-time role , and we’re flexible on hours and working patterns for the right person .

The opportunity :

You’ll play a key role in supporting our leadership team and engineers by ensuring projects are well organised, accurately set up, and efficiently managed. You’ll assist with preparing proposals, tracking budgets, supporting invoicing, and maintaining records.

Alongside project support, you’ll also help keep the studio running smoothly day to day — managing supplies, coordinating travel, managing expenses and company credit cards, supporting onboarding (including IT / workstation setup and PPE), and being the friendly first point of contact for visitors and phone calls.

This role would suit someone who enjoys variety, takes pride in a well‑organised environment, and thrives on helping people and systems run efficiently.

What you'll bring :

At least 2 years’ experience in administration or project support, ideally in engineering, construction, or professional services.

Strong attention to detail and excellent organisational skills.

Proficiency with Microsoft Office and confidence learning new systems (Projectworks, Xero, HubSpot, etc.).

A professional, approachable manner with great communication skills.

A proactive attitude, reliability, and the ability to juggle competing priorities.

Enjoyment of being that trusted go-to person who keeps everything running smoothly behind the scenes.

What you’ll find at Kotahi :

A friendly, collaborative team that genuinely enjoys working together.

Flexibility around hours — we’ll work with you to find a schedule that fits.

Opportunities to learn about the engineering industry and grow your skills.

A supportive culture where your contribution makes a visible difference.

Great benefits, including Southern Cross health insurance , a mobile phone on our company plan , and a budget for professional development .

We provide equal opportunities for all our employees.

Apply by emailing our P&C Manager, Hannah Reilly, at with your cover letter and CV outlining your relevant experience.

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