Office Coordinator

Position Overview:

Kōanga Nursery is seeking a full time Office Coordinator to join our team.
You will play a crucial role in ensuring the smooth operation of our office,
distribution, and retail shop coordination. This position requires exceptional organisational
skills, attention to detail, and the ability to efficiently manage multiple responsibilities. The
ideal candidate should be adept at problem-solving, possess excellent communication
skills, and be capable of working in a dynamic and collaborative environment.

Key Responsibilities:

  • Office Management:
    Maintain a clean and organised office space, ensuring it is free of clutter and always
    Oversee filing systems, keeping them up to date and easily accessible.
    Ensure all office technology is in working order, identifying repair or replacement needs as
    Propose and implement efficiency-enhancing ideas during management meetings.
    Keep office supplies well-stocked, including ink cartridges and paper.
    Participate in regular staff meetings and provide administration support to the
    management team.
    Maintain and respond to customer inquiries through phone, email, and other
    communication channels in a timely and respectful manner.
    Manage the office answerphone message to accurately reflect when calls will be
    Maintain the Intern Library and Health and Safety documentation in compliance with
  1. Employment:
    Manage paperwork filing, both electronically and in paper form.
    Maintain an inventory of accommodation.
    Assist in the onboarding of new staff.
    Alert the management team to upcoming deadlines and staff interview schedules.
  1. Workshop Management – Education:
    Collaborate with the education team to prepare for workshops.
    Maintain essential information records for each workshop, including participant details.
    Coordinate with tutors regarding printing and other workshop-related needs.
    Follow the Guided Tour Process for all tours.
    Maintain Memorandums of Understanding (MOUs) and ensure they are filed appropriately.
    Facilitate order sheets for workshops and liaise with distribution.
    Provide regular updates on workshop bookings during staff meetings.
    Liaise with course tutors regarding special requirements and send confirmation emails
    before course start dates.
    Ensure distribution is aware of the number of Welcome Packs required.
    Coordinate access to the student area of the website and Kōanga Students Facebook
    page post-workshop.
  2. Retail Shop Coordination:
    Allocate two hours per week (or as needed) for retail shop coordination.
    Maintain regular communication with retail shops, offering support and information.
    Send monthly emails to shops with updated order forms and gardening advice.
    Make monthly phone calls to shops to strengthen relationships and gather feedback.
    Report to management on ways to support shops and cost-effectively implement changes.
    Keep the shop database up to date.
    Notify management of significant changes in a timely manner.
    Respond to new retailer requests for seed stands and collaborate with management.
    Prepare an annual report on performance and sales for each retailer.
  3. Distribution:
    Ensure orders are dispatched at least three times a week, with a maximum two-day
    turnaround (three days for Friday afternoon orders).
    Work regular distribution hours on Monday, Wednesday, and Friday mornings.
    Efficiently assemble and pack orders, including admin tasks associated with each order.
    Maintain adequate stock of packaging products, books, booklets, and other items.
    Keep seeds in stock, communicate needs to the seed admin, and implement the repacking
    Update stock availability based on notifications from the seed room manager.
    Request new products or products in draft form from the website manager.
    Follow stocking guidelines for items like books, booklets, and products.
    Keep the distribution room clean, tidy, and rodent-free.
    Collaborate effectively with other team members.
  4. Packing:
    Package perennial items according to provided guidelines.
    Assist in packing seeds efficiently and accurately when necessary.
  5. Other:
    Continuously seek opportunities to improve efficiency and bring ideas to line managers.
    Attend regular staff meetings.
    Perform other duties as assigned by management.
  6. Holidays:
    Take a two-week holiday over Christmas and New Year when the Kōanga Office is closed.
    Schedule remaining annual leave in consultation with the manager to avoid busy times,
    such as July when the catalogue is released.


Compensation will be competitive and commensurate with experience.

Proficiency in Google Docs, Excel, and Word.

Experience with Woo-Commerce by WordPress, and E-Ship from NZ post is an advantage.
Experience in printer and computer troubleshooting.
Fast, efficient, and highly organised.
Excellent interpersonal skills.
Enjoys varied work.

To apply, please submit your resume and a cover letter detailing your relevant
qualifications and experience to [email protected]
Along with 2 references. Please include the postion name in the subject line.