Job Description

Process Improvement / Training Administrator

Location: Auckland
Employment Type: Full-time
Industry: Civil Infrastructure / Three Waters / Administration / Compliance

About the Role

323 Recruitment is currently supporting one of our civil infrastructure clients to find a highly organised and detail-driven Process Improvement / Training Administrator to join their Auckland operations team.

This is a varied role that combines administration, training coordination, compliance, reporting, process improvement, contract support and operational administration. You will play a key part in helping the business improve how training, competencies, documentation and job data are managed across the Auckland operations team.

This role would suit someone who enjoys structure, accuracy, systems, documentation and working closely with both office-based and operational teams.

Key Responsibilities

GPS, Timesheets and Reporting

You will be responsible for supporting daily checks across employee timesheets and GPS data to ensure accuracy across site attendance, job locations, plant numbers and time records.

Duties include:

• Checking timesheets against GPS data

• Preparing daily reports for team leaders and supervisors

• Verifying punctuality and correct job site arrivals

• Checking accurate use of plant and equipment numbers

• Identifying and reporting inconsistencies where required

Training and Competency Administration

A major part of this role will involve supporting the development and improvement of training and competency processes across the Auckland business.

Duties include:

• Supporting the creation of a pilot process to verify employee competencies across different roles

• Ensuring employee training, tickets, certificates and competencies are correctly documented and stored

• Maintaining clear records for ongoing training and competency validation

• Helping build a more efficient and consistent training management system

• Coordinating and booking training sessions for staff

• Monitoring attendance at training sessions

• Liaising with external training providers

• Ensuring training records remain up to date

• Assisting with training provider invoice tracking and payment follow-up

Contract and Operations Administration

You will provide wider administration support across contract and operational functions.

Duties include:

• Managing and maintaining electronic contract files

• Supporting monthly contract reporting

• Assisting with contract-specific work programme administration

• Providing back-up support to wider administration functions when required

• Supporting job claims, purchase orders and goods receipting

• Reconciling subcontractor invoicing

• Assisting with accounts payable processing when required

Traffic Management Coordination

You will also assist with traffic management invoice checking and cost allocation across Auckland-based works.

Duties include:

• Reviewing incoming traffic management invoices

• Allocating costs to the correct jobs and cost centres

• Liaising with operations and traffic management teams for approval

• Assigning invoices for final sign-off and processing

Documentation and System Improvements

This role has a strong focus on improving systems, documentation and digital processes.

Duties include:

• Organising and maintaining documentation in the correct locations

• Supporting the digitalisation of assessment forms

• Assisting with PowerApps and other digital improvement tools

• Identifying opportunities to improve administrative processes

• Supporting better call, work order and reporting processes

About You

You will be someone who takes pride in being accurate, organised and reliable. You will enjoy working across systems, documents, reporting and people, while supporting operational teams to keep work moving efficiently.

You will bring:

• At least 2 years’ experience in an administration role

• Strong computer and system skills

• Excellent attention to detail

• Strong written and verbal communication skills

• Ability to build strong working relationships

• Good reporting and documentation skills

• A proactive approach to improving processes

• Confidence working with both office-based and field-based teams

• A strong commitment to health, safety, quality and compliance

• Ability to prioritise, follow through and meet deadlines

Required

• Minimum NCEA Level 2 or equivalent

• Full Class 1 Driver Licence

• Strong computer literacy

• High level of accuracy and attention to detail

• Excellent communication and interpersonal skills

• Previous administration experience

Advantageous

• Previous experience in civil infrastructure, utilities, construction, maintenance, compliance or training administration

• Experience working with contract administration, invoicing, purchase orders or job costing

• Exposure to training and competency systems

• Experience with PowerApps or digital process improvement tools

• Understanding of contract requirements and operational reporting

Why Apply?

This is a great opportunity to join a busy Auckland infrastructure environment where no two days are the same. You will be working across operations, training, compliance, systems and reporting, with the chance to genuinely improve processes and support frontline teams.

For someone who enjoys structure, detail, systems and helping a business run better, this role offers a strong platform to grow.

Apply Now

To express your interest, apply through 323 Recruitment or Dan Young for a confidential discussion.

323 Recruitment specialises in civil construction, infrastructure and three waters recruitment across New Zealand, supporting both blue-collar and white-collar roles.