Job Description

Position : Senior Systems & Operations Coordinator
Salary : $2,500-$3,200NZD
Working Hours & Conditions : NZ Hours (4AM - 1PM PHT)
Holidays : Public holidays in NZ

ABOUT THE COMPANY:

The client is a growing landscaping and outdoor construction business delivering high-quality projects across New Zealand. As the business continues to expand, there is a strong focus on building systems, processes, and operational infrastructure that support sustainable growth.

The company is transitioning from a founder-led business into a scalable, systems-driven organisation and is seeking a Business Systems & Operations Coordinator to help build the foundations required for the next stage of growth.

We are seeking a highly organised, systems-minded Business Systems & Operations Coordinator to work closely with the business owner and leadership team to build, document, improve, and maintain the operating systems of the business.

This is not a traditional administration role. The successful candidate will help create visibility, structure, accountability, and consistency across the business through process documentation, reporting systems, workflow improvements, and operational coordination.

The ideal candidate will have experience supporting a growing trades, construction, landscaping, or service-based business and understand what it takes to help a small business scale into a well-structured operation.

This is more than just a VA role - We need someone who can work with limited direction, turn messy information into structure, document processes, prepare dashboards, and keep business improvement projects moving.

The role will not involve any active management of people or major decision making - They will be coordinating systems, reporting, documentation, dashboards and follow-up.

RESPONSIBILITIES:

Back Costing (Primary Focus)

• This is the number one priority. The candidate needs to be comfortable helping us build and maintain a consistent back-costing process across every completed project. They do not need to be a CFO, but they do need to be strong with data, Excel, job information, budget vs actual reporting, and weekly dashboards.
• Support project back-costing and profitability reporting

System & Process Development

• Build and maintain Standard Operating Procedures (SOPs)
• Document business processes and operational workflows
• Develop and maintain process maps and operational documentation
• Create and manage company administration manuals
• Improve workflow visibility and process consistency across the business
• Support implementation of systems, automations, and operational improvements

Reporting & Business Intelligence

• Build and maintain KPI dashboards and performance reporting
• Coordinate weekly reporting cycles and action registers
• Assist management with operational data and performance visibility
• Ensure accurate reporting across key business functions

Documentation & Knowledge Management

• Organise and maintain cloud file structures and document control systems
• Manage company templates, forms, checklists, and registers
• Maintain software access registers and business documentation
• Ensure company information remains organised, accessible, and current

Training & Team Support

• Support recruitment, onboarding, and training administration
• Maintain skills matrices and training records
• Assist with development of onboarding systems and training resources
• Help ensure team members follow documented processes and procedures
• Support the creation and maintenance of role descriptions and performance frameworks

Project Involvement & Coordination

• Track business improvement initiatives and operational projects
• Prepare meeting agendas, notes, and follow-up action items
• Support accountability systems and workflow management
• Coordinate implementation of new operational systems and processes
• Assist leadership with strategic projects and operational planning

Tools & Systems

• Fergus – project management, job costing, back-costing, and operational reporting
• Xero – accounting and financial visibility
• Asana – operations management, project tracking, and task coordination
• Zapier & Airtable – CRM management, workflow automation, and business process integration
• Microsoft 365 – SharePoint, OneDrive, Excel, Teams, and document management
• Cloud-based reporting, documentation, and workflow tools

Requirements

• Previous experience supporting a growing trades, construction, landscaping, or service-based business
• Strong process documentation and SOP development skills
• Excellent organisational and administrative abilities
• Strong Excel and reporting capability
• Experience building systems, workflows, and operational processes
• High attention to detail and ability to work independently
• Comfortable managing multiple projects and priorities simultaneously
• Ability to work with light supervision while taking ownership of outcomes

Desirable

• Experience with Fergus or similar job management software
• Experience supporting operational improvement projects
• Familiarity with KPI reporting and business performance dashboards
• Experience working in construction, trades, landscaping, or project-based businesses

Benefits

• Play a pivotal role in helping a growing New Zealand business scale its operations.
• Work directly with the owner and leadership team on meaningful business improvement initiatives.
• Build systems, processes, and reporting frameworks that create lasting impact.
• Enjoy a highly autonomous role where your ideas and contributions are valued.
• Gain exposure to strategic planning, operational excellence, and business growth.
• Develop expertise in process improvement, KPI reporting, workflow automation, and business systems.
• Join a company committed to creating structure, accountability, and sustainable growth.
• Work remotely during NZ business hours with a collaborative and supportive team.