Join a Team That Makes a Difference
Thumbs Up Charitable Trust supports adults with intellectual and physical disabilities to live fulfilling lives, build meaningful relationships, and actively participate in their communities.
We are seeking an experienced and highly organised Admin Coordinator to become the hub of our organisation. This is a varied and rewarding role that combines administration, accounts, office coordination, and organizational support within a values-driven not-for-profit environment.
If you enjoy taking ownership, keeping things running smoothly, and finding better ways of doing things, we'd love to hear from you.
The Role
You will be responsible for the day-to-day administration and financial coordination of the Trust, ensuring our office systems, records and processes operate efficiently.
Working closely with the Manager and wider team, you will provide practical support across administration, finance, reporting, communications and organisational operations.
This is a fully office-based position located in Petone.
Key Responsibilities
Administration & Office Coordination
Act as the first point of contact for visitors, families, and stakeholders
Manage phone, email, and general office enquiries
Maintain accurate records and filing systems
Coordinate staff meetings, prepare documentation, and record meeting minutes
Manage office supplies and facility requirements
Support staff onboarding and administrative compliance requirements
Accounts & Financial Support
Process accounts payable and accounts receivable transactions
Code invoices and allocate costs accurately
Reconcile credit card transactions
Assist with payroll administration
Organisational Support
Assist with funding applications and reporting requirements
Support internal communications, newsletters, and promotional activities
Contribute to health and safety, quality assurance, and policy administration
Identify opportunities to improve systems and streamline processes
About You
You are organised, dependable, and enjoy balancing detail-focused work with supporting people.
You'll bring:
Previous experience in administration and accounts support
Strong financial and data-entry accuracy
Experience using Microsoft 365, particularly Outlook, Word, and Excel
Experience with Xero or similar accounting software
Excellent written and verbal communication skills
Strong organisational and time-management abilities
Initiative, discretion, and sound judgement
A positive attitude and willingness to contribute wherever needed
A current full New Zealand driver's licence
Desirable
Experience working within disability, community, health, or not-for-profit sectors
Why Join Us?
Meaningful work that positively impacts people's lives
Supportive and inclusive team culture
Diverse role with genuine responsibility and autonomy
Professional development and ongoing training opportunities
Employee Assistance Programme (EAP)
Free parking
Opportunity to contribute ideas and improve how we work
About Thumbs Up Charitable Trust
Based in Petone, Thumbs Up Charitable Trust provides community-based disability support services that promote inclusion, independence, choice, and community participation.
Our team is committed to creating opportunities for people to thrive, connect, and achieve their goals.
Apply Now
If you're an organised professional who enjoys administration, accounts, and being the person who keeps everything running smoothly, we'd love to hear from you.
Applications will be reviewed as they are received, and interviews may commence before the closing date.
Application Questions
Do you have the legal right to work in New Zealand?
How many years of administration experience do you have?
What experience do you have with accounts payable, payroll, or bookkeeping?
Which accounting software have you used?
Do you hold a current full New Zealand driver's licence?
How much notice are you required to give your current employer?