Operations and Project Coordinator – Fire Protection, Building Services
Job Description:
- 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.
- 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.
- 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.
- 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.
- 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.
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.
Benefits: