Operations and Project Coordinator – Fire Protection, Building Services

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Assist the Operations Manager with daily operational oversight and administrative tasks.

• Develop and maintain work schedules, job plans, and allocations for technicians.

• Track job progress and make necessary adjustments to schedules to meet deadlines.

• Organize resources and set priorities across various projects and service assignments.

• Keep precise operational records and documentation.

• Manage digital files, project documentation, and customer information.

• Ensure that documentation and compliance records are accurately maintained.

• Update and manage data within the job management system.

• Support process enhancements and uphold workflow consistency.

• Source and procure materials and equipment needed for service and project tasks.

• Gather supplier pricing and evaluate costs to facilitate effective purchasing.

• Communicate with suppliers regarding availability, lead times, and deliveries.

• Maintain records of supplier information and pricing.

• Prepare and issue quotes for customer approval.

• Follow up on outstanding approvals as necessary.

• Coordinate approved jobs through procurement and scheduling processes.

• Ensure all pertinent job information is accurately documented within the system.

• Utilize Simpro as the main operational platform.

• Assist with basic data transfers and reconciliations in Xero.

• Maintain accuracy across all operational systems and documentation.

• Provide reporting and administrative support as needed.

⛳️ Requirements

• Prior experience in operations coordination, project administration, service scheduling, or a related role.

• Strong proficiency in using Simpro or similar job management software.

• Exceptional organizational and time management abilities.

• Keen attention to detail and the capacity to handle multiple priorities.

• Strong communication skills and capability in supplier coordination.

• Ability to work independently while ensuring process accuracy.

• Comfortable in a fast-paced service environment.

• Preferred Experience

• Background in trades, construction, facilities management, field service, maintenance, or compliance sectors.

• Experience with procurement and supplier management.

• Familiarity with quoting and job costing processes.

• Basic understanding of Xero or similar accounting systems.

• Experience supporting technicians, project teams, or service-oriented operations.

🏝️ Benefits

• Competitive salary and benefits package.

• Opportunities for professional development and growth.

• Supportive and dynamic work environment.