Office Administrator (Quantifi Photonics, New Zealand)

Our Purpose

TERADYNE, where experience meets innovation and driving excellence in every connection. We are fuelled by creativity and diversity of thought and in our workforce. Our employees are supported to innovate and learn something new every day.

Based in Auckland, Quantifi Photonics is proud to be part of the Teradyne family, combining New Zealand’s innovative spirit with the resources of a global leader in test, automation, and robotics. We’re growing fast, tackling increasingly complex challenges, and are looking for passionate, talented people to help take Quantifi Photonics to the next level.

Quantifi Photonics designs and manufactures advanced optical and electronic test instruments that enable engineers to develop and scale up next-generation photonics technologies. Our customers include global tech companies, leading universities, and world-class research institutions in over 25 countries; working across R&D, high-volume manufacturing, defence, aerospace, and academia.

We cultivate a culture of inclusion for all employees that respects their individual strengths, views, and experiences. We believe that our differences enable us to be a better team – one that makes better decisions, drives innovation and delivers better business results.

Opportunity Overview

Reporting directly to the Chief Operating Officer (COO) and dotted line to the HR Director for South Asia, Oceania and India, this position oversees and is responsible for the successful operation of a variety of functions within the business, comprising but not limited to, health and safety, facilities management, human resources, information technology, general office services and event planning. 

In addition to the operational functions, you will provide administrative support to the Executive as and when required.

Health & Safety

• Responsible as the company PCBU to ensure full H&S compliance according to the Health and Safety at Work Act 2015
• Set and chair the regular H&S committee meetings, preparing minutes and action points
• Identify and implement changes necessary to ensure health and safety for employees and visitors to the company premises
• Ensuring H&S inductions for all new employees are undertaken in a timely manner and updating all existing staff inductions when they fall due
• Reviewing and sourcing H&S courses suitable for employees to attend pertinent to their roles
• Preparing monthly report for COO of all H&S matters to include in Board Report
• Manage and prepare for bi-annual external H&S audit, liaise with external consultants

Facilities Management – New Zealand Building

• Management of the NZ Building WOF and ensure all regular checks are in place for full certification at the end of each year
• Maintaining the NZ Building ADT Security alarm code and internal access system, adding new employees, ensuring internal access to relevant areas
• Monitoring any repairs and maintenance requirements. Reporting issues to CFO if landlord responsibility
• Supervise all external contractors onsite, ensuring adherence to contractual agreements, health and safety, and quality standards.
• Coordinate office fit-outs, minor renovations and reorganization of workstations
• Maintain compliance with building safety regulations, such as fire safety and electrical testing

Human Resources Support

• Recruitment Coordination
  • Provide guidance to hiring managers on requisition processes, including creating or updating requisitions in the system.
  • Coordinate interviews, including scheduling and communication with candidates and hiring managers.
  • Monitor recruitment progress and follow up to ensure timelines are met.
  • Conduct reference checks as required.
  • Facilitate onboarding activities, including workstation setup, organizing orientation sessions, and conducting health and safety briefings.

• Employee Support
  • Serve as the primary point of contact for on-site employees and direct them to appropriate HR team members.
  • Assist employees with general administrative queries (e.g., bank account setup).
  • Maintain proactive communication with the HR team to ensure timely resolution of employee concerns.

• University Program:
  • Liaise with universities annually to manage internship program participation and maintain strong partnerships.
  • Work with hiring managers to raise requisitions in Thrive.

• HR Policy and Compliance: Keep the HR team informed of updates to labor laws and country-specific HR policy changes to ensure compliance.

• Exit Clearance Process:
  • Integrate TER exit process within QP and with HR Service Center (HRSC).
  • Coordinate the exit clearance process for departing employees on-site per exit clearance checklist and process.

Executive Team Support

• Provide regular support to the team covering a variety of tasks, including administration, scheduling, projects, meeting attendance and minute taking when required

Information Technology

• Manage the day-to-day IT requirements for the business, including all peripherals, access, approved software licenses, on/off boarding employees
• Liaise directly with the company external IT consultants

Company Events

• As part of the events team, plan and execute onsite and external events
• Communicate event details and promote attendance
• Manage event logistics and onsite operations
• Evaluate post event success and identify areas for improvement

General Office

• Regular ordering of general office and kitchen supplies, stationery etc
• Oversee daily office operations, ensuring workspace is clean, safe, functional and aligned with company standards
• Coordinate general repairs and maintenance, hygiene services, waste/recycling programs

All About You

We seek individuals who share our passion and determination. Our commitment to customer success drives us to go the extra mile. If you’re ready to join us in this mission, take a closer look at the minimum criteria for the position.

• Relevant Tertiary Education or 5+ years Office administration experience
• Clear understanding of confidentiality and privacy
• Able to build strong relationships with internal and external stakeholders
• Exceptional attention to details
• Intermediate/Advanced proficiency in Word, Excel, PowerPoint, experience using Visio (good to have)
• Ability to prioritize, multi-task and work to deadlines
• Project management skills an advantage
• Excellent written and oral communication skills

**We are only considering candidates local to position location and are unable to provide relocation for this position.

Benefits

• Health insurance
• Paid birthday off
• Great staff facilities (lunchroom outdoor flow and BBQ area)
• Walking distance from Constellation Bus Station
• Employee centric company
• If you would like to work on the North Shore and be part of an employee centric culture, we would love to engage with you.

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