Job Description

A bit about Smartly, a Datacom company

We exist to make it simpler for Kiwi businesses to look after their people. We’re known as the simple way to sort your payroll for over 20,000 businesses. Our slick software combined with our awesome support team help businesses pay their people on time, accurately and in line with legislation. As a fast-growing FinTech expanding into adjacent markets, Smartly offers a fast paced, fun work environment with great opportunities for personal and professional development.

What we’re looking for

The Operations Coordinator plays a pivotal role in ensuring the seamless operation and efficiency of services within the Smartly Office. Responsible for a diverse array of tasks, this role encompasses systems administration, procurement, HR support, inventory management, IT service coordination and crafting staff communications.

Central to the position is the facilitation of office procedures, including the implementation and optimisation of workflows. The Operations Coordinator maintains databases, arranges travel, and services as a primary contact for internal staff inquiries across various channels.

A key aspect of the role involves spearheading staff engagement initiatives and overseeing event planning and execution. With a focus on organisation and coordination, the Operations Coordinator contributes significantly to fostering a vibrant and cohesive workplace environment.

What you do:

Service Excellence Delivery:

• Support operational and administrational functions such as recruitment procedures and practices
• Ensure consistency in use of systems, processes and practices.
• Provides regular updates to Head of operations and other Key Internal stakeholders
• Manage incoming staff queries promptly and courteously.

Office Administration & HR:

• Provide comprehensive administrative and clerical support, including purchasing items, filing, managing documents, ordering stationery and coordinating gift arrangements.
• Handle the receiving, ordering, and dispatching of deliveries and merchandise.
• Maintain awareness of staff movements in and out of Smartly.
• Prepare internal staff communications and documents as needed.
• Schedule appointments, travel bookings and meetings as required.
• Coordinate office services as required such as cleaners and maintenance companies.
• Assist with HR activities such as maintaining contact information, providing recruitment support, and facilitating on and off boarding processes.

Staff Engagement & Event Planning:

• Plan, coordinate, and execute staff engagement activities including workshops, functions, social events.
• Coordinate responses and survey information relating to events.
• Prepare and send staff communications and manage logistics for events.
• Organise suitable catering for events and workshops, in office staff lunches.

Process Improvement & Innovation:

• Maintain a continual focus on identifying and implementing process improvements to enhance efficiency.
• Recommend best practice and system improvements to optimise operations.
• Support the implementation of new operational policies and processes.
• Collaborate with cross functional teams to enhance the overall customer experience.
• Coordinate process improvement projects to achieve targeted outcomes.
• Ensure internal staff receive appropriate training and education on operational processes.

Stakeholder Relationship Management:

• Develop and nurture relationships with internal key stakeholders such as Sales and Services, Marketing and Learning and Development.
• Develop and nurture relationships with external stakeholders and suppliers.
• Engage and actively seek feedback and input from other managers on plans, activities, and team performance.

Health and Safety:

• Report all hazards or unsafe situations.
• Report all accidents/incidents including near misses.
• Work safely and use protective equipment as required.
• Attend Health and Safety Training.
• Attend First Aid Training.
  

Other Duties - Carry out other duties as required.

Requirements

Experience and Qualifications:

• 2 years' work experience in relevant operational support, administration, or HR coordination roles.
• Demonstrated experience in event planning and execution.
• Previous experience in administration and human resources is highly desirable.
• Strong background in systems and process improvement.
• Experience in writing and internal communications.
• Proven track record in providing customer and administration support.
• Proficiency in MS Office Applications. - Familiarity with working in databases and CRM systems.

Key Competencies:

• Ability to prioritise tasks and workload.
• Self-driven and proactive approach to tasks.
• Takes initiative and is action orientated.
• Adaptable and flexible in changing environment.
• Committed to achieving results and meeting goals.
• Upholds integrity and fosters trust.
• Effective communication both verbal and written.
• Strong problem-solving abilities.
• Collaborate effectively within teams.
• Pays close attention to detail and accuracy.