Trade Administrator

About the company

Tapi is a rapidly expanding SaaS business focused on transforming property maintenance through modern software. With operations across New Zealand and Australia, the company supports property managers by simplifying workflows using automation and smart system connections.

Role overview

As a Trade Administrator, you will manage the administrative side of maintenance jobs from start to finish. The position involves fast quote turnaround, engaging trades, meeting compliance needs, keeping work moving, and making sure invoices are handled correctly.

This is a practical, operations-heavy role that blends administration, coordination, customer support, and communication with trades. You will be in regular contact with property managers, tenants, and trades to keep maintenance tasks progressing smoothly.

Key responsibilities

Quote handling

For incoming quote requests, you will assess the job details, images, and scope, use AI-supported quoting tools to build pricing, and return quotes to property managers within the required service timelines.

Job coordination

After work is approved, you will manage the next stage of the process. This includes arranging tenant access, working with property managers, setting up and updating jobs in internal systems, and assigning the work to the most suitable trades.

Trade administration

You will oversee trade activity throughout the job lifecycle by offering jobs to trades, recording acceptances and declines, chasing progress updates, keeping job information accurate, and helping onboard new trades.

For newly onboarded trades, you will issue subcontractor agreements, gather the required paperwork, and confirm that every onboarding step is completed before work starts.

Variation management

If extra work is identified, you will review the supporting information from the trade, prepare variation requests, coordinate approval with property managers and landlords, and ensure the additional work only proceeds once it has been authorised.

Invoicing and payments

Once jobs are finished, you will process payments to trades, create customer invoices, and make sure all supporting documents are attached and correct.

Reconciliation and follow-up

On a monthly basis, you will assist with invoice reconciliation, identify unpaid amounts, follow up on any outstanding items, and escalate issues that remain unresolved.

Trade compliance and agency setup

You will help maintain a reliable trade network by checking licences, insurance, and health and safety records, keeping trade information up to date, supporting agency onboarding, and maintaining approved trade panels.

Systems and tools

You will work across Tapi, Slack, Google Drive, Claude, PandaDoc, Airwallex, Intercom, and other operational platforms. Previous experience with every tool is not required; the important part is being quick to learn and comfortable working across several systems at once.

What the company is looking for

The ideal candidate is highly organised, detail-oriented, and able to handle several jobs and priorities without missing deadlines. Strong written and verbal communication skills are important, as you will interact regularly with tenants, property managers, and trades in a professional manner.

You should enjoy working in a process-led environment, be comfortable following established workflows, and spot opportunities to improve them as the business grows. Confidence with technology and a willingness to quickly learn new systems are also key.

A customer-first approach is essential, along with a genuine interest in helping people and understanding how clear communication improves the overall experience.

Background in administration, customer service, property management, maintenance coordination, trades, or operations would be helpful, but it is not mandatory.

Why join

You will be part of a fast-growing technology company that is changing how property maintenance is delivered. The role offers exposure to modern tools, structured processes, and a supportive team, while helping you build skills in operations, customer service, technology, and trade coordination.

Additional information

This is a full-time, on-site position in Wellington, Wellington, New Zealand.

No salary or stipend details were provided.

No vacancy count, application deadline, start date, or duration was specified.