Contracts and Administration Coordinator

You’re a hands-on admin all-rounder, who can hit the ground running. You know your accounting basics, thrive on tight month-end deadlines, and hold your own in a busy trade environment.

The Company

TW Group is locally owned and growth-focused, with property development, construction and real-estate businesses across the North Island. They’re a team of industry specific experts delivering solutions for property and trade needs.

The Role

We’re looking for a hands-on admin all-rounder to be the go-to person for our electrical and plumbing divisions. You’ll report to the Electrical Manager and work closely with the plumbing operations manager and pricing manager, as well as QSs and project managers on construction jobs. You’ll also work directly with our accounts manager on data reports and end-of-month processes. Your main job will be filling gaps on the plumbing side, especially contracts administration, across residential, commercial and service work.

What you’ll be doing

Accounts payable

• Processing supplier invoices accurately and on time
• Reconciling supplier statements and credit card reconciliations in Xero, and chasing up discrepancies
• Creating payment runs and bank export files
• Keeping good relationships with suppliers and resolving invoice queries
• Assisting with cashflow forecasting and creditor management

Accounts receivable

• Processing on-charge invoices
• Preparing invoices for manager approval during the end-of-month invoicing process
• Handling debtor enquiries, reconciling debtor accounts and resolving invoice issues

Divisional administration

• Payroll administration, including loading timesheets and leave
• Maintaining staff records and helping with day-to-day staff management
• Helping operations managers schedule jobs
• Fleet management
• Supporting new staff onboarding and marketing

Project setup and contracts administration

• Setting up and maintaining projects in Simpro and other business systems
• Tracking contract documents, payment schedules, variations, approvals and correspondence
• Supporting project managers throughout the project lifecycle
• Coordinating subcontractor and supplier documentation and collating compliance documentation
• Handling practical completion and defects administration, including warranties, producer statements, commissioning documents, product data sheets and maintenance information
• Assisting with monthly WIP reporting, project forecasting and Form 12A documentation

About you

• At least 2+ years’ experience in a similar role
• Sound knowledge of accounting fundamentals, and confidence with Xero, Simpro and would be advantageous, excel exposure is a essential.
• Strong prioritisation skills for tight end of month deadlines
• Down to earth with a good sense of humour!
• Trade based experience is ideal but not essential