Office & Project Coordinator

At Frequency, we partner with clients to plan and deliver projects that shape communities across Aotearoa. We’re looking for an organised, approachable and proactive Office & Project Coordinator to help keep our Wellington office and project teams running smoothly.

This is a varied and highly interactive role. You’ll be the go-to person for many of the practical details that make an office work well, while also providing coordination and administration support to our project teams. One day you might be organising travel, preparing for a new starter or coordinating an office event. The next, you could be supporting a project meeting, preparing documents or helping the team complete month-end invoicing.

If you enjoy bringing order to a busy environment, helping people and following things through, this could be a great opportunity to join our Wellington team.

What the role looks like:

Your primary focus will be helping to create an organised, welcoming and well-supported Wellington office. You’ll coordinate day-to-day office requirements and work closely with Wellington leaders and staff, as well as Frequency’s National Office Manager. Alongside this, you’ll provide practical project support where required, helping our Project Managers and project teams keep information, documentation, reporting and financial administration accurate and up to date. 

We’re open to considering part-time arrangements for the right person, so if the role sounds like a good fit but you’re looking for reduced hours, we’d still love to hear from you.

What you’ll focus on:

Office coordination

• Keeping the Wellington office organised, welcoming and running smoothly
• Coordinating meetings, travel, events, facilities and other day-to-day office requirements
• Providing practical administrative support to Wellington leaders and staff
• Managing office supplies and liaising with building management, suppliers, cleaning, facilities and maintenance providers
• Supporting office communications and contributing to a positive, connected environment
• Helping new employees get settled through workspace preparation, office orientation and health and safety induction
• Keeping the National Office Manager informed of Wellington office requirements and matters needing national coordination
• Representing Wellington on the Health & Safety Committee and helping agreed local actions get completed

Project support

• Providing project coordination and administration, including project setup, meetings, registers, documents and records
• Supporting project reporting, document preparation and client deliverables
• Assisting with month-end invoicing, timesheet monitoring and other project financial administration
• Working with Project Managers, regional leaders and Finance to follow up actions, queries, missing information and upcoming deadlines 

What sets you up for success:

• Previous experience in administration, office coordination or project support
• Experience working with invoices, financial information or similar administration
• Strong organisation, accuracy and follow-through
• Clear, confident and professional communication
• Confidence using Microsoft 365 and learning new systems
• Sound judgement when handling confidential or commercially sensitive information
• The ability to manage changing priorities and work effectively with a wide range of people
• Experience within a project-based, construction, infrastructure or professional-services environment would be helpful, but it isn’t essential.
• More importantly, you’ll be someone who enjoys helping others, plans ahead and communicates early when information is missing or a deadline may be at risk. You’ll be comfortable taking ownership, while asking for guidance when office, project and invoicing priorities compete.

How we work:

We’re office-first because being together helps us build relationships, solve problems and support one another. For this role in particular, being present and connected in our Wellington office is an important part of creating a welcoming and well-organised workplace.

You’ll work closely with our Wellington leaders and project professionals, while also connecting regularly with our National Office Manager. You’ll become a trusted point of contact across the office, helping people stay connected and ensuring day-to-day office and project requirements are well coordinated.

What you’ll get:

• 5 weeks’ annual leave
• A 4.5% employer KiwiSaver contribution
• 5 weeks' annual leave
• 4.5% employer KiwiSaver contribution
• Enhanced parental leave
• Wellbeing benefit and access to EAP for you and your whānau
• Regular team connection moments and events
• The opportunity to support both our Wellington office and meaningful project work
  

Interested?

If you’re an organised and people-focused coordinator who enjoys variety, takes pride in getting the details right and likes helping a team work at its best, we’d love to hear from you. Please apply with your CV and a brief cover letter telling us what interests you about the role and the experience you would bring.