Operations and Project Coordinator (Fire Protection & Building Services)

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.