Senior Systems and Operations Coordinator, Back Costing Experience

Role Overview

• Back Costing (Primary Focus): Help build and maintain a consistent back-costing process across every completed project.
• 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: Use Fergus, Xero, Asana, Zapier, Airtable, Microsoft 365.

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

Tech Stack

• Cloud

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.