Finesse Painting is a well known and respected painting and decorating company in New Zealand. We are looking for an amazing team administrator / virtual assistant for our Managing Director!
The Team Administrator is responsible for the day-to-day administration of the Painting and Project Management teams, ensuring back-end office and project administration, and is able to assist in the smooth and consistent delivery of the Finesse project workflow.
We use Xero for our accounting, and Fergus for our project management. Both are New Zealand based software companies. We will provide comprehensive training for the right person, so experience in these is not necessary.
The key abilities of the successful applicant will be an eye for detail, and the ability to learn new things quickly and thoroughly.
This is a 20 hour a week position initially, with the potential to grow to full time for the right person.
Here are the main responsibilities for this role:
Accounts Payable (AP):
a) Responsible for the coding and assignment of all incoming accounts payable invoices, statements, packing slips and otherwise using Finesse Systems and Processes (Fergus/Xero) – for example Resene / Dulux / DSL invoices to be coded against the engagement in Fergus. This is to ensure all AP costs are captured prior to invoicing by Project Management. Internal, non-chargeable AP invoices shall be assigned to the correct internal job code for cost tracking.
b) Preparing a spreadsheet of payment of trade accounts and contractor invoices ready for our director to pay
c) Payment and reconciliation of monthly trade account statements to ensure continuing on-account credit from month to month.
d) Payment and reconciliation of any other incoming AP invoices, seeking approval from the Project Management Team where required.
e) Reconciliation of AP matters in Xero (payments made vs. bills payable).
f) Managing the inbox / Xero with respect to the above to capture all AP matters.
Accounts Receivable (AR):
a) Responsible for all accounts receivable once the Project Management Team have invoiced projects out. This includes customer / client relations with respect to payment of AR, monitoring and reporting on overdue invoices and following up on unpaid and overdue invoices where required.
b) Sending monthly Statements (1st of each month) to all clients.
c) Reconciliation of AR matters in Xero (received payments vs. invoices payable).
d) Managing the inbox / Fergus / Xero with respect to the above to capture all AR matters.
Fixed Payments (FP):
Put together and track all fixed payments for painting team (per project) as advised by the Project Management team, capturing all information prior to sending completed weekly FP to payroll. Ensure fixed payment amount is offset against any logged Fergus time, noted against the FP and coded to Finesse systems (Fergus). Keep a record and manage Retention Payments with respect to staff/contractor FP, in conjunction with sign-off approvals from the Project Team.
Contractor Payments:
Collate weekly contractor payments for payment, coding to the correct Fergus engagement as per AP requirements. Keep a record and manage Retention Payments with respect to contractor invoices/payments, in conjunction with sign-off approvals from the Project Team. Undertake all other coding and AP duties with respect to contractor payments and their retentions, as applicable.
Payroll:
In conjunction (and assisted by) the outsourced Finesse Finance Manager with clarification from the Project Team as needed, undertake collation and processing of weekly payroll with respect to a) our software timesheets b) staff reimbursements c) staff fixed payments and leave payments and any other weekly payroll details. The Team Administrator will work closely with the outsourced finance manager who will action payroll payments.
Payroll Disbursements / Reimbursements:
Responsible for actioning (coding and payment) of staff and contractor reimbursements, once approved by the Project Management Team. Such reimbursements may include petrol/travel costs, materials/sundries purchased off account etc. and should be coded in Fergus as applicable prior to payment.
Fleet Management:
Keep and manage a database of company vehicles, capturing registration numbers, WOF, Registration, RUC expiry (as applicable), insurances, service requirements and due dates, repairs and maintenance costs. Ensure vehicles have up-to-date warrants, registrations, insurances and other on-road charges etc.
Travel and Accommodation:
Responsible for the booking of travel and accommodation as required, as requested by the Project Management Team.
Client Satisfaction and CRM Database:
a) Issue end-of-job completion surveys to clients, filing responses and maintaining the CRM database to ensure up-to-date information on all Finesse clients is available.
New Hires and Criminal Conviction Checks:
a) Keep and maintain an up-to-date folder of new hire material templates (i.e. contract, letter of offer, criminal conviction check forms etc.) to be readily available when needed for new hires.
b) Submit and file responses for completed criminal conviction check forms for new hires. Notify any issues arising to the Project Management Team for follow up once responses are received.
c) Assist the Managing Director / Project Management Team with new hire inductions as per Finesse processes and procedures. Ensure induction processes are complete for all new hires.
d) Securely File all completed new hire documentation once signed and returned. Notify Project Management Team if documents are outstanding – for example signed contracts have not been returned. Maintain an up-to-date file of employment documents for all staff.
e) Maintain the staff competency register, ensuring staff core competencies are up-to-date.
f) Ensuring the filing of HR documentation (contracts, H&S inductions etc.) are complete, up-to-date and filed correctly and securely.
Subcontractors:
Provide administration support to ensure all Finesse subcontractors have current, fully signed contractor agreements and are operating under the scope of these agreements. Manage the Finesse subcontractor database with respect to subcontractor skillsets / agreements and otherwise to ensure all subcontractors are a) compliant, b) current and up-to-date c) correct and accountable in every respect.
Assistance with Fergus (our Project Management Software) time sheeting:
Assist Project Management Team with ensuring time sheeting in Fergus is complete prior to week end (using the Fergus dashboard). This may include entering and adjusting time on behalf of the painting team and / or reminders for time sheet submission within the weekly timeframes – based on Fergus warnings of unsubmitted timesheets.
Reporting Lines: The Team Administrator shall report to the Managing Director and form effective working connections that underpin the Finesse Project Management Team. The Team Administrator shall also form effective working relationships with the on-the-ground Finesse delivery teams. Open lines of communication shall be promoted to allow the Finesse team the fleet-footed flexibility to operate reactively to engagements and projects. Finesse run weekly team meetings and toolbox talks in which the Team Administrator will be required to participate in (and occasionally present at), as and when required.
If you think you would be a great fit for our company, please email your CV and a cover letter to Peter Dalman at . Include in the subject line ‘project administrator role’. If you are shortlisted, Peter will arrange for a zoom interview.
APPLY FOR THIS JOB:
Company: Core Meridian Global
Name: Peter Dalman
Email: