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Are you truly running
your business

... or is it running you?

admin haven logo

The distance between success & burnout
is one conversation away.

Smart admin. Smarter life.

illustration running your business

Admin, bookkeeping
& business support,
all in one place.

The most successful people have one thing in common: they don’t work harder, they work smarter. They understand that delegation is the key to staying motivated, productive, and organised.So, ask yourself: if you could, wouldn’t you invest in the kind of support that keeps top performers ahead?

01. Designed to be personal.

Because your business isn’t one-size-fits-all.I take the time to understand your goals, challenges, and preferences. Whether it’s managing emails, streamlining processes, or staying on top of your numbers; I offer support that feels like having a trusted partner, not just a to-do list assistant.

illustration designed to be personal
illustration your time your rules

02. Your time, your rules.

Because business support should fit your life, not complicate itFrom urgent tasks to short or long-term projects, my virtual assistant services are tailored to fit your unique needs.* I understand that time is your most valuable resource, I'm here to help you make the most of it.

* psst! the smartest support is the kind you barely notice ... until you see the results.

03. Success, on your terms.

Your business, your pace – we’re here to adapt.As your business evolves, so do my services. I'm here to adapt, anticipate your needs, and ensure you have the support* and time to succeed. My services are tailored to empower you, while I take care of the details behind the scenes.

* this isn’t just a new way to work; this could be your new reality.

illustration success on your terms
illustration searching for answers

04. Search, no more.

Because you’re ready for better - and better starts hereNot sure where to start? Let’s chat for 30 minutes, on me. We’ll discuss where you’re at and explore ways to move forward with ease.

Why Admin Haven?

(the whole ‘do-it-all’ mindset? Totally overrated)

  • We work with humans,not just businesses. Your questions are always welcome, and we’ll answer them in plain English.

  • We don’t just tick boxes and vanish. You’ll always know what we’re doing, why it matters, and how it helps move your business forward.

  • Support that fits you — not the other way around. No cookie-cutter packages. No sneaky upsells. Just practical, personalised help that meets you where you’re at.

  • Your one-stop shop for admin and finance. Systems, numbers, and support – all in one place, all for you.

  • We’re Xero Partners and Registered Tax Agents, which means you’re in safe, compliant hands.

Xero Partners Certified Adivsor

Finally,
admin that makes your life easier.

It should’ve been this way all along...

admin haven logo

admin services.

illustration services

What do you wish

you didn't have to do
anymore?

If it’s not your thing, it’s definitely ours.
Here’s a list of admin tasks we love doing (so you don’t have to) :

01.

Business operations support

Your day-to-day just got smoother

  • Beautifully formatted documents, guides & proposals

  • CRM & database setup, cleanup & smooth operation

  • Workflow audits & time-saving system tweaks

02.

Scheduling & coordination

Your schedule, sorted with a smile

  • Calendar & appointment management (so you never double-book again)

  • Meetings, events & project timelines, seamlessly organised

  • Travel plans sorted, from bookings to backup plans

03.

Inbox & Communications

Stay connected, not glued to your inbox

  • Email decluttering & smart filters that save your sanity

  • Polished, professional client & team replies

  • Thoughtful follow-ups, reminders & confirmations

Admin essentials.

A few bundles we think you’ll love — so there’s one less thing to figure out.

The Hut

12 hours / month

Your first step to calm amidst the chaos.

Ideal For

Business owners who need a little extra help to regain control of their workload—perfect for tackling recurring admin tasks without overcommitting.

What's Included?

  • Email management & inbox organisation
  • Calendar management (meetings, scheduling, reminders)
  • File organisation & document preparation

Why You'll Love It

Delegate small but time-consuming tasks to a trusted partner

Choose The Hut
Recommended

The Cottage

24 hours / month

A cosy space where peace and productivity thrive.

Ideal For

Those looking for reliable, ongoing assistance to keep their business running smoothly.

What's Included?

  • Email management & inbox organisation
  • Calendar management (meetings, scheduling, reminders)
  • File organisation & document preparation
  • Client & supplier communication
  • Accounts administration (invoicing, expense tracking, follow-ups)
  • Travel arrangements & event coordination

Why You'll Love It

Focus on the bigger picture while we handle the details

Choose The Cottage

The Retreat

40 hours / month

Your ultimate escape from admin overload.

Ideal For

Businesses that need comprehensive support to focus entirely on growth and success.

What's Included?

  • Email management & inbox organisation
  • Calendar management (meetings, scheduling, reminders)
  • File organisation & document preparation
  • Client & supplier communication
  • Accounts administration (invoicing, expense tracking, follow-ups)
  • Travel arrangements & event coordination
  • Advanced accounts administration (reporting, reconciliations)
  • Process improvement & system streamlining
  • Enhanced support for complex projects

Why You'll Love It

Gain complete peace of mind knowing your admin and accounts are fully handled

Choose The Retreat

Let's make admin the easiest part of your business.

bookkeeping services.

illustration services

Which tasks make you say

" I'll do it later ..."
every week?

Running a business is full-on ... and the numbers side?
Often the bit that gets pushed to the bottom of the list.

Bookkeeping & accounting support
that makes sense (finally).

01.

Bookkeeping & Tax

Numbers perfected.

  • Invoicing, bills, payables & receivables

  • Bank and credit card reconciliations

  • GST returns & reviews

  • Annual accounts & income tax returns

  • IRD and ACC registrations

  • FBT compliance reviews

02.

Payroll & Support

Staff sorted.

  • Weekly payroll processing

  • PAYE filing & compliance

  • Employee onboarding documentation

  • Leave tracking & management

  • Holiday pay calculations

  • Data migration & software transitions

03.

Xero & Reporting

Insights delivered.

  • Monthly financial reports

  • Xero training, tailored sessions

  • Custom financial reports

  • End-of-year reconciliations

  • Software transitions & upgrades

  • Client-specific insights & support

Bookkeeping essentials.

A few bundles we think you’ll love — so there’s one less thing to figure out.

The Foundation

Up to 50 transactions/month

Perfect for small businesses starting to build strong financial habits.

What's Included?

  • Monthly bank reconciliation
  • Invoicing creation (up to 10 invoices/month)
  • GST preparation and filing (every two months)
  • Basic IRD communications

Ideal For

Small businesses and startups looking to establish solid financial foundations without the hassle of DIY bookkeeping.

Why You'll Love It

Focus on growing your business while we handle the financial basics

Choose Foundation
Recommended

The Momentum

Up to 150 transactions/month

Designed for businesses ready to accelerate and grow.

What's Included?

  • Twice-monthly bank reconciliations
  • Invoicing creation (up to 30 invoices/month)
  • GST preparation and filing (every two months)
  • IRD communications and Companies Register maintenance
  • Monthly financial snapshot/report

Ideal For

Growing businesses that need more comprehensive financial oversight and regular reporting to make informed decisions.

Why You'll Love It

Gain actionable insights while keeping your finances in perfect order

Choose Momentum

The Prosperity

Unlimited transactions

Full-service bookkeeping support for thriving businesses.

What's Included?

  • Weekly bank reconciliations
  • Unlimited invoicing management
  • GST preparation and filing (every two months)
  • Companies Register maintenance
  • IRD communications + liaison
  • Custom monthly financial reports
  • Quarterly financial review + recommendations
  • Priority client support

Ideal For

Established businesses with complex financial needs that require comprehensive bookkeeping services and strategic financial guidance.

Why You'll Love It

Complete peace of mind with premium bookkeeping support tailored to your business

Choose Prosperity
admin haven logo

Payroll add ons

  • Weekly payroll processing

  • PAYE calculations and filings

  • Staff leave management

  • Issuing payslips and reporting

  • End-of-year employee summaries

One-off sevices

(English & Spanish Available)

  • Xero Health Check: Full review and audit of your Xero account with practical improvement recommendations.

  • Xero Set-Up or Clean-Up: Fresh set-up or streamlining of Xero accounts to ensure smooth daily operations.

  • GST Filing Support: One-off GST filing support for businesses needing peace of mind.

  • Payroll Set-Up: Correct, compliant set-up of payroll systems inside Xero.

  • Xero 1:1 Training Sessions (English or Spanish): Personalised training to empower business owners to manage their Xero confidently.

Your books deserve better, and so you do.

quick answers.

illustration services

Every business
is unique

Let's talk about yours.
No templates, no copy-paste systems. Just a real conversation about how you work, where things feel clunky, and what kind of support would make your life easier.

What kind of business do you run?

Here’s a snapshot of the kinds of businesses we love working with

✔️ Trades, Construction✔️ Real Estate✔️ Healthcare
✔️ Creative Agencies✔️ E-commerce✔️ Nonprofits
✔️ Finance, Accounting✔️ Legal Services✔️ Education, Tutoring
✔️ Hospitality, Events✔️ Technology✔️ Wellness, Fitness

  • Trades & Construction

  • Real Estate

  • Healthcare

  • Creative Agencies

  • E-commerce

  • Nonprofits

  • Finance, & Accounting

  • Legal Services

  • Education & Tutoring

  • Hospitality & Events

  • Technology

  • Wellness & Fitness

Don't know where to start?

Click to unlock the 3 top ways business owners ask for help here
(and how we jump in)

illustration industries i work with

Questions are good, let's answer them.

I'm not too sure about delegating, how does it work?

Totally normal. Delegating can feel weird at first—like letting someone into your brain! But here’s how we make it easy:We start with a short chat. You tell me what your days look like, where you feel stuck, or what’s falling through the cracks. I’ll spot the tasks you could hand off and suggest simple ways to start.It’s not about giving away everything at once—it’s about easing the pressure, step by step. You stay in control, and I handle the bits you don’t want to.

Do I have to commit to a set number of hours?

Nope! You set the cap—I just track the hours I actually work and send a report.

What if I only need help once?

That’s fine too. I offer one-off sessions, tidy-ups, or even audits.

And if I need to cancel?

Life happens! If you ever need to cancel or change your plans, just reach out. We’ll do our best to accommodate your schedule. Depending on the timing, a cancellation fee may apply, but we’ll make sure to find a solution that works for you.

How can I get started?

First, we chat- what you need, what I offer, what your priorities are. If we’re a good fit, we’ll set up a system that works for both of us. No awkward commitment phases. Simple, human, and flexible.

Life, but with Admin Haven.

about me.

paula fernandez admin haven

Hi, I'm Paula Fernandez,

It's me, hi, I'm the problem solver, It's me.Some people run marathons. Some bake sourdough.
I organise things for fun.
While others see overwhelming admin tasks, I see puzzles waiting to be solved. Messy inbox? A playground. Scattered workflows? My canvas. Tangled calendars? My ultimate challenge. Give me a system to streamline, a calendar to choreograph, or an invoicing labyrinth to navigate, and I’m in my happy place.

Why I do what I do

  1. I get a genuine dopamine hit from ticking off tasks. Lists? Love them. Colour-coded spreadsheets? Even better.

  2. I believe every business deserves to run smoothly. Behind every successful brand is someone keeping the wheels turning—and I love being that someone.

  3. You shouldn't have to do it all. I bring the systems, calm, and strategy so you can focus on what you do best.

Fun facts that make me slightly more interesting

58 books read in 2024

No, I won’t stop.
Yes, I have a spreadsheet tracking them.

illustration books I read

Ate my way through Tokyo

One noodle bowl at a time.
Proof below ↓

illustration Japan

Worked on every continent

Except Antarctica.
Waiting for a penguin CEO to call me.

illustration continents

It all starts with a conversation

admin toolbox.

illustration searching for answers

Admin toolbox

Over the years, I’ve tested, tweaked, and mastered a suite of apps that turn admin chaos into smooth, streamlined workflows. These tools are the backbone of how I work smarter—not harder.

Think of it like that drawer full of random stuff—except this one’s organised and packed with the apps I trust and use daily to keep things efficient, clear, and (dare I say) enjoyable..

Project & task management

clickup logo
trello logo
notion logo

Communication & collaboration

slack logo
zoom logo
microsoft logo
gmail logo
loom logo

Finance

hubdoc logo
stripe logo
lightyear logo
xero logo

HR & Payroll

payhero logo
smartly logo
employment hero logo

Design & content creation

canva logo
scribe logo

Automation & productivity

zapier logo
annature logo

AI & smart tools

openai logo
otter logo
claude logo
notebook logo

Hospitality & management

loaded logo
resdiary logo
idealpos logo

Trades & job management

fergus logo
tradify logo
linkedin logo

contact.

Let's connect.

Get in touch to book your free 30 min call.
Got a question or an idea? I’m also here for it.

based in wanaka, new zealand | available worldwide

Illustrations by

ovejemundo logo

The top 3.

( just nod if you can hear me )

"I just want some peace of mind" 💬💆
We hear you: You need to feel confident that everything will be handled on time and according to your standards. You need someone proactive, reliable, and transparent, so you don't have to constantly check in or worry about whether the job is getting done.
"I need to chase that invoice" 🕵️💵
We hear you: You want someone to handle awkward or time-sensitive follow-ups that require persistence but professionalism. This may involve chasing late payments or reminding clients about overdue actions but without damaging relationships.
"I need a second pair of eyes on this." 👀🧠
We hear you: You often need an objective perspective on your finances or expenses, such as reviewing your Xero bookkeeping. You can feel too attached to the numbers and need someone to look at things from a fresh, unbiased perspective.