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.