Location: Auckland, Mt Eden
Reporting to: Operations Manager
Type: Full-time, Permanent

About the Role

This is a fantastic opportunity for an organised and proactive Operations Coordinator to join a growing fire protection business and play a key role in supporting our Operations Manager.

You'll be involved in the day-to-day coordination of projects across installation, service, and maintenance work, ensuring that schedules are well managed, project documentation is accurate, and communication between clients, field teams, and management remains seamless.

This role has two key areas of focus:

1. Project Administration & Documentation

You'll ensure every project is supported by accurate, complete, and well-organised records throughout its lifecycle. This includes maintaining documentation, tracking approvals, managing project correspondence, and ensuring a clear audit trail exists for all project activities.

2. Scheduling & Resource Coordination

You'll work closely with the Operations Manager to coordinate field teams, monitor upcoming workloads, and ensure projects are scheduled effectively. Planning work at least two weeks ahead will be a critical part of your role, helping crews stay productive and projects remain on track.

While primarily office-based, you'll also spend time visiting project sites to understand project progress, build relationships with field teams, and support operational delivery.

What You'll Be Doing

• Support the Operations Manager with the coordination and administration of multiple projects

• Maintain project records, documentation, client correspondence, and compliance paperwork

• Track project milestones and ensure required documentation is completed and submitted on time

• Manage document control, including variations, approvals, site records, and project files

• Ensure verbal discussions and project decisions are accurately documented and recorded

• Coordinate scheduling of field technicians and project teams

• Assist with planning and maintaining work schedules up to two weeks in advance

• Monitor upcoming workloads and identify scheduling conflicts or resource constraints

• Liaise with clients regarding project timelines, scheduling changes, and project updates

• Support project delivery by following up outstanding actions, documentation, and approvals

• Attend site visits as required to assist with coordination and gain project visibility

• Produce reports and updates for the Operations Manager

• Help ensure projects are delivered efficiently, professionally, and with strong attention to detail

What Success Looks Like

• Project records are accurate, complete, and easily accessible

• Variations, approvals, certifications, and correspondence are properly documented

• Field teams have clear schedules and know where they need to be

• Workloads are planned and coordinated proactively rather than reactively

• Clients receive timely communication and updates

• Projects flow smoothly with minimal administrative delays

• The Operations Manager is well supported and able to focus on operational leadership

About You

You are highly organised, proactive, and enjoy being the person who keeps everything running smoothly behind the scenes.

Ideally, you'll have experience coordinating projects within a trades, construction, service, maintenance, or field-based environment and understand the importance of planning, communication, and documentation.

You'll bring:

• Experience in a Project Coordinator, Scheduler, Project Administrator, or similar role

• Experience working in a trades, construction, maintenance, or services environment

• Strong organisational and time management skills

• Excellent written and verbal communication skills

• High attention to detail and a structured approach to documentation

• Confidence coordinating multiple stakeholders and competing priorities

• Strong computer and systems skills

• Experience using Simpro or similar job management software would be highly advantageous

• A willingness to learn and develop your operational leadership capability

Growth Opportunity

This role is ideal for someone looking to build a long-term career in operations management.

You'll work closely alongside an experienced Operations Manager, gaining exposure to project delivery, resource planning, client management, and business operations. For the right person, there is a genuine opportunity to grow into a future Operations Manager role as the business continues to expand.

Why Join Zion Fire?

At Zion Fire, we pride ourselves on delivering quality work, building strong client relationships, and supporting our people to succeed. You'll join a hardworking team that values accountability, professionalism, and continuous improvement.

If you're looking for a role where you can make a real impact today while building the skills for tomorrow's leadership opportunities, we'd love to hear from you.