Job Overview

Our client is looking for an Operations Support Coordinator who ensures smooth day-to-day operations by managing client enquiries, job processing, invoicing, stock control, and communication workflows. This role provides essential support to directors and technicians by handling routine administration tasks, ensuring accuracy in business systems (SimPRO, EasyBills, Xero), and protecting leadership time.

Schedule

• Monday - Friday, 8:00 AM - 12:00 PM, New Zealand Time (20 work hours per week)

Responsibilities

Enquiry & Job Management

• Log and direct client enquiries (phone/email) to relevant managers.
• Create and schedule jobs in SimPRO.
• Ensure technicians receive job details via the SimPRO mobile app.
• Check completed jobs within 24 hours for accuracy (photos, forms, compliance).
• Verify purchase orders against supplier invoices before receipting.

Email & Communication Management

• Monitor Admin, Accounts, and Directors’ inboxes (3x daily).
• Triage emails using the Eisenhower Matrix.
• Respond to routine enquiries using approved templates.
• Summarize daily “inbox highlights” for directors.
• Escalate only sensitive or strategic matters.

Invoicing & Accounts

• Generate client invoices in SimPRO and record them in the TrackPayment system.
• Process supplier invoices via EasyBills → SimPRO or Xero.
• Verify invoice accuracy (job allocation, stock, pricing).
• Support batch payment process with the Finance team.
• Follow up on overdue client payments.

Stock & Catalogue Management

• Maintain supplier catalogues and pricebooks in SimPRO.
• Monitor stock levels and reorder when required (with approvals).
• Conduct stocktake processing and reconcile discrepancies.
• Analyze stock usage trends for optimization.

Delegation & Escalation

• Respond on behalf of the business for routine matters.
• Escalate legal, contractual, or sensitive issues to directors.
• Maintain a consistent and professional communication style.

Continuous Improvement

• Maintain logs for inbox, invoice, and stock workflows.
• Identify repetitive tasks for templates/automation.
• Suggest efficiency improvements to directors.

Requirements

• Strong organizational and multitasking ability.
• Excellent written and verbal communication.
• High attention to detail and accuracy.
• Ability to prioritize and manage workload independently.
• Competency in SimPRO, EasyBills, and Xero (training provided).

Key Relationships

• Internal: Directors, General Manager, Workshop Supervisor, Technicians, Finance/Accounts Team, Admin Team.
• External: Clients, Suppliers, Service Providers.

Performance Measures

• Timeliness and accuracy of job checks, invoices, and stock records.
• Directors receive only high-value communications.
• Client and supplier queries resolved promptly.
• Demonstrated improvements in workflows and admin efficiency.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.