Administration Officer

Description

Position Description: Material Recovery Facility (MRF) Administration Officer Position Purpose The MRF Administration Officer will handle the end-to-end purchasing process, office inventory supplies, reconcile financial documents, and cross-functional coordination support. This role ensures seamless daily administration, accurate data reporting, and reliable backup support for critical site logistical functions. Key Information

• Employment Type: Permanent
• Hours: 30 hours per week
• Direct Report: MRF Manager (Direct Line)
• Functional Report: Plant Accountant (Dotted Line for financials, invoicing, and TM1 data)

Requirements

Key Responsibilities Financial Administration

• Raise purchase orders (POs) for facility equipment, parts, and external contractors within JobPac Connect.
• Track spending against monthly department budgets to prevent overruns.
• Match invoices with delivery notes and approved purchase orders.
• Resolve billing discrepancies directly with suppliers and vendors.
• Submit verified paperwork to the accounts payable team for timely payment.

Data Management & Reporting

• Upload weekly mass balance & stock movement data into the TM1 system accurately.
• Reconcile physical stock volumes against digital records weekly.
• Generate data reports from TM1 to support management with operational audits.

Events & Facilities Coordination

• Schedule booking slots for the on-site training room and communal areas.
• Coordinate room setups including AV equipment, seating, and presentation materials.
• Host on-site functions by managing catering, logistics, and visitor arrivals.
• Manage calendar invites and resolve scheduling conflicts for facility teams.

Operational Backup Support (as required)

• Step in as back-up for the Supply Chain & Logistics T/L during peak times or absences.
• Reconcile weighbridge tickets and data using the Atrax Weightrax cloud-based platform.
• Oversee commodity inventory management to track processed recycling volumes accurately.

General Site Administration

• Monitor stock levels of office, safety (PPE), and kitchen supplies.
• Order replacement goods proactively to ensure zero site downtime.
• Greet site visitors and manage their safety sign-in protocols.
• Coordinate mail distribution and manage incoming email inquiries.
• Assist facility managers with scheduling, filing, and meeting minutes.

Summary

This role would suit someone who has someone who has worked as an Accounts Clerk (AR/AP) - preferably in a logistics-based/3PL warehousing or FMCG environment. As the role is a permanent part-time role (30hrs/week) it would also suit someone looking for time flexibility/lifework balance. Whilst no specific formal qualifications are required, strong multitasking/organisational abilities, numerical accuracy, clear event communication, above average MS Office skillset, and demonstratable ability/willingness to learn new systems/processes are essential.

Wage (NZD) range based on skill/experience ranges from $30/hr to $34/hr or an equivalent annual salary $45k to $55k