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:

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