Operations Coordinator / Administrator - 123

Position: OPERATIONS COORDINATOR / ADMINISTRATOR

Salary range: up to $1,900 New Zealand Dollar (around ₱66,000 PHP+), with the final offer subject to the client’s discretion based on the candidate’s experience

Working Hours: NZ business hours

Work set-up: 100% Remote work

Holidays: New Zealand Holidays

COMPANY OVERVIEW

We are a specialised wet-area installation partner for residential builders in New Zealand. Our central Tiling Hub coordinates jobs, materials, and schedules, allowing installers to focus on quality installation while our team ensures projects run smoothly.

We pride ourselves on a structured, reliable platform that keeps builders, installers, and staff organised and projects on track.

OVERVIEW ON THE ROLE

We are seeking a highly organised Operations Coordinator / Administrator to manage the day-to-day workflow of our central hub. This role ensures jobs move efficiently from quoting and job setup through to installation and completion. The ideal candidate thrives in structured systems, coordinates communication between builders and installers, and keeps all project information accurate and up to date.

Core Responsibilities

Quoting, Take-Off & Job Creation

• Prepare quotes using internal processes
• Measure tiling areas from plans with take-off tools
• Input measurements into pricing spreadsheets for materials and installation rates
• Create and manage job records in Tradify based on quotes or builder orders
• Ensure all job information, measurements, and notes are accurate

Tiling Hub Workflow Management

• Monitor jobs in Tradify to ensure correct workflow progression
• Identify next actions for each job and progress them accordingly
• Update job schedules when builders adjust timelines
• Maintain accurate job information and notes in the system

Builder Communication

• Follow established processes for builder communications
• Provide updates on job progress, scheduling, and changes
• Respond to common builder enquiries using system information
• Record all builder communication within Tradify

Installer Communication & Coordination

• Monitor WhatsApp groups for job-specific updates
• Record key installer updates in the job management system
• Escalate issues to the Operations Manager as needed
• Ensure installers have accurate job information

Scheduling Management

• Update schedules for builder delays or changes
• Adjust installer schedules accordingly
• Record all schedule changes clearly in the system

Administration & Platform Support

• Maintain accurate job records and notes
• Prepare jobs for invoicing post-completion
• Document internal systems and processes
• Ensure jobs progress efficiently through the hub workflow

Required Skills

• Excellent organisational skills and attention to detail
• Comfortable working with structured systems and processes
• Strong written and spoken English
• Proficiency in spreadsheets and business software
• Ability to manage multiple tasks simultaneously

Preferred Experience

• Administrative or operations coordination experience
• Supporting Australian or New Zealand businesses
• Experience with CRM, job management, or project management software
• Background in construction, trades, or field service industries (not essential)

Personal Attributes

• Process-driven and methodical
• Reliable, consistent, and calm under pressure
• Strong communication skills
• Quick learner of new software systems