Office Manager – Operations & Finance

Keep the engine room of a fast-paced fire protection business running smoothly Location: Auckland, Mount Eden Reporting to: Managing Director Type: Full-time or Part-Time, Permanent About the Role This is a key role keeping jobs moving smoothly from the field through to finance and completion. You’ll be responsible for making sure jobs flow correctly from field to office to finance, including job administration, invoicing, debtor follow-up, supplier accounts, compliance documentation, and client communication.

If you’re highly organised, confident with systems, and enjoy keeping everything accurate and moving on time, this role will suit you. What You’ll Be Doing

• Manage day-to-day job administration across service, maintenance, and project work
• Process invoicing accurately and on time (service, compliance, and construction jobs)
• Follow up overdue invoices and manage debtor collections professionally
• Coordinate supplier and contractor invoices, payment queries, and accounts payable support
• Keep simPRO job records, notes, and documentation fully up to date
• Follow up missing job dockets, labour, and materials from field teams
• Coordinate client communication and provide timely job updates
• Support certification packs and compliance (FENZ / IQP documentation)
• Assist with scheduling, urgent callouts, and job coordination
• Support reporting, timesheets, and general business administration for the Managing Director What We’re Looking For
• Strong experience in office coordination, job admin, invoicing, AR/AP, or finance support
• Confident using systems such as simPRO, Xero, Google Workspace, and Excel
• Highly organised with strong attention to detail
• Comfortable working in a fast-paced trade or service environment
• Strong communication skills with clients, suppliers, and internal teams
• Able to take ownership and follow things through without chasing
• Professional, proactive, and solutions-focused Why Join Zion Fire At Zion Fire, the office is the backbone of the business. We’re a tight, fast-moving fire protection team that values accuracy, accountability, and doing things properly. This role is critical to making sure everything runs smoothly between the field, clients, and finance. If you want a role where your work directly impacts how efficiently the business runs, this is it.