Office Manager – Operations & Finance
Keep the backbone of Zion Fire running. Own invoicing, job flow, compliance, and client coordination in a trusted role where your work directly impacts how the business performs every day.
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.
- Industry
- Accounting & Finance
- Locations
- Mt Eden
Mt Eden
Why work with Paragon? 💎
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True Partnerships, we're not about transactional relationships 🤝
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Proven success recruiting in the contact-centre industry 📞
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Solutions built for your business, not others
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Upholding the businesses and your candidates privacy 🔒
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We use technology to back our processes. Therefore full transparency is assured 🖥️📱💻
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We provide guidance to your hiring managers!
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A unique cost-model, we're not just about the big fee at the end 💰
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We have over 70 years of joint expertise to find you the best and hardest to entice talent across the globe
Partnering with Paragon
As a small business we’re agile and adaptable to meet the expectations of our clients, and our candidates.
Our ethics, honesty, transparency and hands-on approach means we’re always contactable, in tune with what our candidates and clients require and provide updates and advice, along the recruitment journey.
We are inclusive, love having fun and a laugh, we're inquisitive about you as a candidate, and your business as a client, so we ask loads of questions so we can help you as best as we can!
We don’t take ourselves too seriously but take finding your next dream job, as seriously as anything!
At the same time, we are very committed to attracting the best talent for your business, and ensuring your brand speaks volumes for potential employees to join your team.
Check out the candidate journey we take our candidates on, to be their best!
About Paragon Recruitment Ltd
What is a Paragon?
Paragon (n): A person or thing viewed as a model of excellence.
Imagine a 100-carat diamond, Invaluable. Precise. Flawless.
These are the values that drive Paragon. When it comes to recruitment, our mission is to find you that diamond in the rough.
Paragon represents Excellence in Recruitment & HR.
We take the hassle out of recruitment; Using a precise method that focuses on quality to deliver invaluable candidates for our clients.