Kairuruku Whakahaere - Administration Coordinator (Part-time, Contract)

Kairuruku Whakahaere - Administration Coordinator (Contract, Part-time)

Location: Remote/Hybrid in Whangārei

Hours: 10–12 hours per week, flexible days and hours to be agreed with the successful applicant

Our Kaupapa

Te Whare Whakaora is a kaupapa Māori organisation grounded in Te Ao Māori and delivering rongoā services to support hauora and wellbeing.

We run clinics providing ACC & EAP Rongoā services to our communities within Tamaki and Te Tai Tokerau, along with wānanga, and other healing and learning opportunities, based in mātauranga Māori philosophies and practices of health and wellbeing.

The Role

We are looking for a purpose-driven, highly organised, people-focused Accounts & Administration Coordinator who will play a key role in keeping our clinics running smoothly.

Responsibilities

1. Scheduling & Client Communication

• Provide a warm and welcoming first point of contact for clients (in person and/or online).
• Liaise with clients to book, confirm, follow up, and reschedule appointments as needed.
• Manage appointment bookings using the clinic booking system, ensuring bookings are accurate and up to date and aligned with practitioner availability.
• Ensure sessions are correctly scheduled and recorded and invoices are processed accurately and on time.
• Manage all incoming enquiries (phone, email, in-person) and redirect as needed.
• Maintain clear, professional, and culturally safe communication at all times.

2. Xero & Accounts Support

• Process and manage invoicing and reconciliation in Xero, PMS and EAP portals.
• Process expenses and manage day-to-day accounts administration.
• Manage accounts payable and receivables.
• Liaise with accountant.

3. Administration & Systems

• Manage shared inboxes (e.g. Accounts, Info) and ensure all queries are actioned.
• Maintain and organise Google Drive and shared digital files.
• Assist with maintaining clear, organised, and accessible systems and documentation.
• Support other kaimahi within the organisation.
• Support general administrative tasks.

Essential Requirements

• Experience with Xero including invoicing, reconciliations, and basic accounts administration.
• Strong organisational and time management skills.
• Excellent communication skills.
• Detail-oriented, proactive and reliable.
• Ability to work independently and collaboratively.
• Tech savvy, able to learn new systems quickly and work independently in a remote role.
• Understanding of tikanga Māori and Te Tiriti o Waitangi.
• Commitment to confidentiality and professionalism.
• Cultural awareness and ability to engage respectfully with diverse whānau.
• Must have your own computer and reliable internet connection.

Desirable Experience

• Experience in appointment scheduling or client coordination using a booking system.
• Experience with ACC, EAP, or insurance-funded invoicing and administration.
• Experience using Google Workspace, Slack, Notion and AI tools
• Experience in healthcare, wellbeing, education, or kaupapa Māori environments.
• Experience using Google Workspace, bonus if you’re familiar with Slack and Notion.

Why Join Us?

Work within a purpose-driven organisation grounded in Te Ao Māori, supporting kaupapa focused on hauora and wellbeing.

You will be working closely within a Māori owned, wāhine-led team, contributing to services that support individuals, whānau and communities through both clinical practice and wānanga.

This is a flexible role, with the option to work hybrid on-site (Auckland or Whangārei) or fully remote for the right candidate based on your location.

This role offers flexibility in both hours and location, with the option of hybrid work from Whangārei or full remote for the right candidate. On-site availability in Whangārei will be prioritised.

Equal opportunities / diversity statement

We welcome applications from people of all backgrounds and identities. We are committed to fair, inclusive hiring practices and creating a safe, respectful environment free from discrimination.

Please email your CV and a brief cover letter outlining your relevant experience, to kiaora@tewharewhakaora.co.nz. 

We are reviewing applications as they are received and may contact suitable candidates before the closing date.

If you have any questions about the role, please include them in your application.