[Hiring] Operations and Project Coordinator @D2B

Role Description

The Operations and Project Coordinator (Fire Protection & Building Services) 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 organized 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.

Qualifications

• 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.

Requirements

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

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.