Business Services Coordinator

Purpose

The Business Services Coordinator plays a pivotal role in supporting the CEO, business services team and wider studio by integrating executive support, people systems, finance administration and communications functions.

This role ensures smooth day-to-day operations, effective coordination of key people processes, consistent brand and communications activity, and robust financial administration - all aligned with Isthmus' kaupapa and strategic direction.

Responsibilities

A. (0.4FTE) Finance Support

• Accounts payable: Process accounts payable, including invoice entry, reconciliations and payment batches.
• Reconciliation: Reconcile credit cards, and bank accounts.
• Month-end processes: Support month-end processes, including trail balance, fixed asset register, management accounts, and dashboards.
• IRD reporting: Assist with IRD compliance (GST, PAYE, RWT) and reporting.
• Correspondence: Maintain accounts email inbox and resolve queries.
• General administration: Support finance with ad hoc analysis and reporting as required.
• Systems Administration: Maintain people component of systems (Payroll - Bizpay, Resourcing / leave management - Total Synergy, Recruitment - Breezy, Performance / Engagement - tbc, internal blog - Trace) and ensure all data is up-to-date and aligned with payroll and HR processes.

B (0.4FTE) People and HR administration and coordination

• Recruitment: Manage the end-to-end recruitment process, including drafting job descriptions, posting vacancies, phone screens, scheduling interviews, reference and background checks and preparing employment agreements. Most importantly - ensuring every candidate enjoys their experience with Isthmus.
• Onboarding and induction: Coordinate and facilitate the onboarding / induction process for new employees. Making people feel welcome and valued, ensuring a smooth transition into the studio.

*People administration and compliance: Maintain and manage accurate employee records and personal information. Ensure compliance with employment laws, including employment agreements, leave entitlements, and policies/procedures. Oversee visa immigration processes, where applicable.

• Health, Safety, and Wellbeing (HSW): Support initiatives that promote health, safety, and employee wellbeing in the workplace, including monitoring HSW compliance. Monitor employee wellness programs, offering support or referrals where needed.
• Performance management and review: Supporting the coordination of the performance management process, including managing self-reviews, goal setting, and feedback sessions.
• Salary review process. Support the coordination of the annual salary review process, ensuring transparency, fairness, and alignment with salary bands.
• Learning & Development: Support the learning and development initiatives across the studio. Coordinate internal and external training opportunities, manage professional development plans, and track learning outcomes to support continuous growth and upskilling within the team.

*Offboarding and farewells: Organize exit interviews. Ensure mana-enhancing farewells - when an employee leaves, it effects the team around them. To minimise this impact, facilitate a process that stays positive, acknowledges the employee's contribution appropriately and creates a smooth handover and transition out of Isthmus.

• Policy and procedure queries. Respond to queries related to HR policies and systems, providing timely and accurate information or escalating as required.

C. (0.2FTE) Management support administration and coordination

• Executive administration: Provide high-level administrative support to the CEO, including calendar and actions management, meeting preparation, and handling confidential information with discretion.
• Meeting coordination: Coordinate leadership, board, and project governance meetings - prepare agendas, take minutes, track actions, and manage follow-ups.
• Leadership support: Provide executive support to leadership when necessary, including preparing reports and managing confidential information.

Skills

• Strong interpersonal and communication skills, with the ability to build relationships at all levels.
• Proven organisational and multitasking abilities with attention to detail.
• Proficiency in software and systems, including leave management systems.
• Ability to manage sensitive information with discretion and confidentiality.
• Excellent problem-solving skills and the ability to handle complex queries and situations.

*Flexible, proactive, and solutions-focused in a dynamic, creative environment.

Knowledge

• 3-6 years' experience across either executive support, HR/people coordination, and/or finance/accounts administration.
• Experience with accounts payable, reconciliation, and month-end support.
• Experience with Xero or similar accounting software.
• Knowledge of health, safety, and wellbeing regulations and initiative.
• Strong understanding of payroll processes and systems administration.
• Ability to effectively manage and analyze data and generate insightful reports.
• Intermediate Excel skills (pivot tables, charts, data analysis).
• Knowledge of office administration practices and executive support functions.
• Experience in architecture, design, or professional services environments is advantageous.