Administrative Assistant

About the role

Tapi, a fast‑growing SaaS company transforming property maintenance, is looking for an Administrative Assistant to own maintenance jobs from quote to payment. You will support property managers, tenants and trades by ensuring smooth coordination and accurate record‑keeping.

Key responsibilities

• Prepare and send quotes quickly after reviewing job details.
• Arrange tenant access, set up jobs in the system and allocate work to the appropriate trade.
• Manage trade relationships: offer work, track acceptances, monitor progress and maintain up‑to‑date records.
• Create variation requests, obtain sign‑off and ensure they are processed before work proceeds.
• Process trade payments, raise customer invoices and perform monthly reconciliations.
• Verify licences, insurance and health & safety documentation, keeping approved trade panels current.

Required profile

• Highly organised with the ability to juggle multiple jobs simultaneously.
• Detail‑oriented, taking pride in accurate records and invoices.
• Clear, professional communication with tenants, property managers and trades.
• Process‑driven mindset with a knack for spotting improvements.
• Quick learner who enjoys helping people.

Required skills

• Familiarity with Slack.
• Experience using Google Drive.
• Knowledge of Claude, PandaDoc, Airwallex and Intercom platforms.

What we offer

• Competitive salary.
• Office based role in Wellington with a high‑energy team.
• Direct access to decision‑makers and clear growth pathways across operations, customer service and technology.
• Opportunity to shape the future of property maintenance delivery.