Position: OPERATIONS AND PROJECT COORDINATOR (FIRE PROTECTION & BUILDING SERVICES)
Salary range: Php 85,000/month (The final amount will be at the the client discretion basing on the candidate’s skills and experience.)
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.
