Operations and Project Coordinator (Fire Protection & Building Services)

• Working Hours: New Zealand Business Hours (Monday–Friday)
• Work set-up: 100% Remote work under Independent Contractor Agreement

Holidays: TBD

Recruitment process: possible multiple client interviews and an assessment

About the Company & Opportunity

Our client is a growing New Zealand-based service and compliance business that supports commercial and residential customers through the delivery of essential safety, maintenance, and operational solutions. With a strong emphasis on quality, reliability, and efficient service delivery, the company relies heavily on well-defined systems and streamlined processes to ensure projects and service work are completed accurately and on schedule. As the business continues to expand, they are seeking an Operations Co-Ordinator to provide critical support to the Operations Manager and help maintain smooth day-to-day operations. This position plays a key role in coordinating schedules, managing documentation, supporting procurement activities, and ensuring information is accurately maintained across systems. The ideal candidate thrives in a structured environment, enjoys working with processes, and takes pride in keeping operations organised and running efficiently.

Key Responsibilities

Operations & Scheduling

Support the Operations Manager with daily operational coordination and administration.

Create and maintain work schedules, job plans, and technician allocations.

Monitor job progress and adjust schedules to ensure deadlines are achieved.

Coordinate resources and priorities across multiple projects and service jobs.

Maintain accurate operational records and documentation.

Project Administration & Documentation

Manage digital records, project files, and customer information.

Ensure documentation and compliance records are maintained accurately.

Update and maintain information within the job management system.

Support process improvements and maintain workflow consistency.

Procurement & Supplier Coordination

Source and order materials and equipment required for service and project work.

Obtain supplier pricing and compare costs to support efficient purchasing.

Coordinate with suppliers regarding availability, lead times, and deliveries.

Maintain supplier information and pricing records.

Quoting & Job Coordination

Prepare and issue quotations for customer approval.

Follow up outstanding approvals when required.

Coordinate approved jobs through procurement and scheduling.

Ensure all relevant job information is accurately recorded within the system.

Systems & Reporting

Utilise Simpro as the primary operational platform.

Assist with basic data transfers and reconciliations within Xero.

Maintain accuracy across operational systems and records.

Provide reporting and administrative support as required.

Tools & Systems

Simpro (essential)

Xero (basic use only)

Microsoft Office

Google Workspace

Work Setup

Permanent Work From Home

• Must have a reliable computer and stable internet connection
• Must be available to work during New Zealand business hours

Requirements

Previous experience in operations coordination, project administration, service scheduling, or a similar role.

Strong experience using Simpro or comparable job management software.

Excellent organisational and time management skills.

High attention to detail and the ability to manage multiple priorities.

Strong communication and supplier coordination skills.

Ability to work independently and maintain process accuracy.

Comfortable working in a fast-paced service environment.

Preferred Experience

Experience within the trades, construction, facilities management, field service, maintenance, or compliance sectors.

Exposure to procurement and supplier management.

Familiarity with quoting and job costing workflows.

Basic knowledge of Xero or similar accounting systems.

Experience supporting technicians, project teams, or service-based operations.

Visit the company's website for more information

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