Secretary

We are looking for a full time and permanent role of secretary for our busy business based in Auckland.

The job requires someone capable of managing a dynamic, high-pressure environment while ensuring smooth daily operations and exceptional services.

You will be working from Monday to Friday between 9 AM to 6 PM with minimum of 30 hrs guarantee work and maximum of 40 Hours.

Job Responsibilities :

Liaising with Director / Immigration Advisor and other staff members relating to the smooth operations of the business.

Arrange meetings of the clients with the Director as per the schedule and priority basis.

Take daily instructions from the Director about the office tasks and prepare appropriate notes.

Researching and preparing reports, brief notes, memoranda, correspondence and other routine documents relating to business activities.

To prepare the invoices and monitoring clerical functions.

Familiar with basic knowledge of Microsoft Word / Excel / office

Maintaining appointment dairies and making travel arrangements

Screening telephone calls and general inquires.

Taking and transcribing dictation of letters and other documents

Meeting deadlines of the third-party contracts and reporting to the Director on the contract

Greet visitors with respect and dignity

Responsible for Administrative and organisational tasks that make the organisation function smoothly.

Communicate with appropriate service organisation in case of faults in the machines / devices of the business.

Make proper file note on all communications on any information exchanged with clients.

Ensure all equipment's which include handheld devices, printers, mobile phones all other relevant equipment's used in the company should be maintained properly.

Responsible for inward and outward client emails and prioritize workloads.

Keep file records of all the existing and past clients as per regulations of the company.

Make notes in clients file about the paperwork and information required as per instructions.

Keeping and maintaining the records and day to day client accounts.

Ensure information of each client should be kept confidential.

Prepare new client contracts / other relevant paperwork as per the instruction given by the Director

Communicate with existing and prospective clients in an ethical and professional manner

Organise all paperwork of the clients under client privacy.

Communication with Immigration, New Zealand Educational providers, NZQA or any other organization as per instructions.

Liaise with Immigration online helpline professionals for updates on client's files and same information recorded and forward to the related client.

Liaise with inward and outward courier service providers.

Maintain records of all paperwork / documents coming to and going from business.

Organise induction and training programmes for new staff.

Assist Director in recruitment and training of the employees.

Appraising staff performance and taking disciplinary measures when required.

Maintain the stability and reputation of the company by complying with legal requirements.

Attending meetings and acting as secretary as required.

To ensure the right allocation of workplace and equipment supply

To ensure the compliance with occupational health and safety regulations.

Skills we are Looking For :

• Have at least 2 years of work experience or should have at least Level 5 Diploma or higher qualification (subject area flexible)

Accuracy & Attention to Detail : A meticulous approach to ensure every task is completed accurately and to the highest standard.

Outstanding Time Management : Ability to juggle multiple priorities effectively, meet deadlines, and excel in a fast-paced environment.

Self-Motivation & Independence : Someone who takes initiative, works efficiently with minimal supervision, and consistently delivers high-quality results.

Usually work regular office hours, but may sometimes work longer hours, or evenings.

Salary can be negotiated as per your proven experience level; it will range from $28 per hour to $38per hour.

If you think you would be a great fit for company, please respond with a cover letter and detailed CV.

We will supply you with uniform and a fully maintained company vehicle to perform the job.