An Australian home building company specializing in the construction of quality residential properties. The team focuses on delivering well-designed homes with efficient project management, accurate costing, and strong collaboration with suppliers and contractors.
Senior Systems & Operations Coordinator
Location
AET (UTC+10)
Posted
3 days ago
Salary
NZ$2.5K - NZ$3.2K / month
Seniority
Senior
No structured requirement data.
Job Description
Senior Systems & Operations Coordinator
D2B
Role Description We are seeking a highly organised, systems-minded Business Systems & Operations Coordinator to work closely with the business owner and leadership team to build, document, improve, and maintain the operating systems of the business. This is not a traditional administration role. The successful candidate will help create visibility, structure, accountability, and consistency across the business through process documentation, reporting systems, workflow improvements, and operational coordination. The ideal candidate will have experience supporting a growing trades, construction, landscaping, or service-based business and understand what it takes to help a small business scale into a well-structured operation. This is more than just a VA role - We need someone who can work with limited direction, turn messy information into structure, document processes, prepare dashboards, and keep business improvement projects moving. The role will not involve any active management of people or major decision making - They will be coordinating systems, reporting, documentation, dashboards and follow-up. Responsibilities - Back Costing (Primary Focus) - Support project back-costing and profitability reporting. - Build and maintain a consistent back-costing process across every completed project. - System & Process Development - Build and maintain Standard Operating Procedures (SOPs). - Document business processes and operational workflows. - Develop and maintain process maps and operational documentation. - Create and manage company administration manuals. - Improve workflow visibility and process consistency across the business. - Support implementation of systems, automations, and operational improvements. - Reporting & Business Intelligence - Build and maintain KPI dashboards and performance reporting. - Coordinate weekly reporting cycles and action registers. - Assist management with operational data and performance visibility. - Ensure accurate reporting across key business functions. - Documentation & Knowledge Management - Organise and maintain cloud file structures and document control systems. - Manage company templates, forms, checklists, and registers. - Maintain software access registers and business documentation. - Ensure company information remains organised, accessible, and current. - Training & Team Support - Support recruitment, onboarding, and training administration. - Maintain skills matrices and training records. - Assist with development of onboarding systems and training resources. - Help ensure team members follow documented processes and procedures. - Support the creation and maintenance of role descriptions and performance frameworks. - Project Involvement & Coordination - Track business improvement initiatives and operational projects. - Prepare meeting agendas, notes, and follow-up action items. - Support accountability systems and workflow management. - Coordinate implementation of new operational systems and processes. - Assist leadership with strategic projects and operational planning. - Tools & Systems - Fergus – project management, job costing, back-costing, and operational reporting. - Xero – accounting and financial visibility. - Asana – operations management, project tracking, and task coordination. - Zapier & Airtable – CRM management, workflow automation, and business process integration. - Microsoft 365 – SharePoint, OneDrive, Excel, Teams, and document management. - Cloud-based reporting, documentation, and workflow tools. Qualifications - Previous experience supporting a growing trades, construction, landscaping, or service-based business. - Strong process documentation and SOP development skills. - Excellent organisational and administrative abilities. - Strong Excel and reporting capability. - Experience building systems, workflows, and operational processes. - High attention to detail and ability to work independently. - Comfortable managing multiple projects and priorities simultaneously. - Ability to work with light supervision while taking ownership of outcomes. Desirable - Experience with Fergus or similar job management software. - Experience supporting operational improvement projects. - Familiarity with KPI reporting and business performance dashboards. - Experience working in construction, trades, landscaping, or project-based businesses. Benefits - Play a pivotal role in helping a growing New Zealand business scale its operations. - Work directly with the owner and leadership team on meaningful business improvement initiatives. - Build systems, processes, and reporting frameworks that create lasting impact. - Enjoy a highly autonomous role where your ideas and contributions are valued. - Gain exposure to strategic planning, operational excellence, and business growth. - Develop expertise in process improvement, KPI reporting, workflow automation, and business systems. - Join a company committed to creating structure, accountability, and sustainable growth. - Work remotely during NZ business hours with a collaborative and supportive team.
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