Operations & Systems Coordinator

Location: Auckland, New Zealand
Employment Type: Full-time
Wage Rate: $30-$32 per hour 
Guaranteed Minimum Weekly Hours: 30 Hours

About Us:

We are a proud family-owned construction company committed to delivering high-quality foundations, concrete services, fencing, and other construction solutions across Auckland. Our reputation is built on trust, craftsmanship, and strong client relationships We are now looking for a dedicated Operations & Systems Coordinator to join our growing team.

Position overview:

The Operations & Systems Coordinator plays a vital role in supporting the Director across a range of administrative, secretarial, and digital systems tasks.

Key Responsibilities:

• Provide administrative support to the Director and act as a liaison between the Director and clients, suppliers, and team members.
• Assist the Director with drafting and editing business correspondence, including emails, reports, proposals, and quotes tailored to client needs.
• Coordinate with the Director and others to arrange meetings and appointments, ensuring calendars and schedules are managed effectively.
• Screen the Director’s calls, prioritising client and operational enquiries to ensure smooth service delivery.
• Prepare agendas, briefings, and operational reports for meetings, particularly those related to service delivery and client account reviews.
• Take minutes during meetings, follow up on action points, and monitor progress to ensure commitments are met.
• Coordinate lead generation activities by responding to, and following up on enquiries, booking site visits, and managing workflow updates within the CRM.
• Assist with marketing activities, including monitoring new enquiries and coordinating leads accordingly. 
• Draft, format, and proofread various forms of documentation such as quotes, business correspondence, and reports, ensuring clarity and accuracy.
• Support financial and administration tasks including quote preparations, invoice issuing and tracking, and receipt of payments.
• Organise and maintain company records, client files, filing systems and digital documentation in an organised and accessible manner.
• Manage CRM systems, ensuring lead and client data is entered accurately and kept up to date.
• Monitor system issues and work alongside external IT providers when needed to minimise downtime and maintain business continuity.
• Identify opportunities to streamline internal systems and workflows, recommending improvements to enhance operational efficiency.
• Handle confidential and sensitive information, such as client contracts and business proposals, with utmost discretion.
• Assist with other tasks related to client services, business development, and operational support as needed.
• Assist and support Director and others with secretarial and administrative tasks as and when required.

Key Skills & Experience Required:

MUST HAVES:

✔ At least 3 years’ relevant experience in administrative, secretarial or managerial positions

✔ At least 6 months' NZ working experience, preferably within the construction industry

✔ Proficiency in digital systems (CRM, Microsoft Office, etc. – Knowledge will be tested at interview)

✔ Excellent written and verbal English communication skills

✔ Must have NZ working rights

OTHER SKILLS AND COMPETENCIES:

✔ Strong organisational and time management abilities

✔ Attention to detail, with excellent proofreading and formatting skills

✔ Ability to handle confidential information with discretion

✔ Analytical thinking and initiative to improve processes

✔ Adaptability and the ability to multitask in a dynamic environment

✔ A proactive attitude with a willingness to learn and grow