Operations Support Administrator

BGIS; Dunedin; On-site; NZD 50,000 - 75,000; Full time

Job summary

BGIS is seeking an experienced Operations Support Administrator in Dunedin to manage daily scheduling and coordination of reactive and planned maintenance. You will work with technicians, clients, subcontractors and internal teams to meet contractual requirements and KPIs.

The role focuses on allocating work orders, updating job information, and ensuring technicians are scheduled by location, priority, and capability in a fast-paced environment.

Qualifications

• Minimum two years’ experience in facilities management or similar service environment.
• Experience using a work management system and coordinating field technicians.
• Strong written and verbal communication and customer service focus.

Responsibilities

• Coordinate daily scheduling and dispatch of reactive and planned maintenance to field technicians.
• Allocate work orders by priority, location, budgeted time, and trade.
• Monitor service levels to ensure compliance with SLAs and KPIs.
• Operate field management system: assign tasks, update and close jobs.
• Respond to operations centre and client desk requests with accurate updates.
• Support management with timely operational reports and information.

Skills

Facilities management

Work management system

ERP/CAFM/IMMS

Microsoft Office (Excel/Word/Teams)

Communication skills

Customer service

Analytical thinking

Time management

Team collaboration

Astea platform

Education

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Tools

Astea field management platform

Job description

About BGIS

JOB DESCRIPTION

BGIS is a global leader in integrated facilities management, delivering innovative and sustainable solutions to clients across a wide range of industries. We pride ourselves on maintaining high standards of safety, efficiency, customer service, and operational excellence.

Our Self Perform team delivers planned and reactive maintenance services across multiple trades, including carpentry, electrical, plumbing, and decorating.

Purpose of the Role

BGIS is seeking an experienced Operations Support Administrator to support the daily scheduling and coordination of reactive and planned maintenance activities. Reporting directly to the Operations Manager, you will work closely with field technicians, operational leaders, clients, subcontractors, and internal support teams to help deliver services in line with contractual requirements, service levels, and key performance indicators.

This is a fast-paced coordination role where you will allocate work orders, assist with operational reporting, maintain accurate job information, and help ensure technicians are scheduled according to location, priority, available time, and technical capability.

The ideal candidate will be proactive, organised, customer-focused, and comfortable managing competing priorities. You will bring strong communication and problem-solving skills, a collaborative approach, and the ability to remain composed while working in a busy operational environment.

Key Responsibilities

• Coordinate the daily scheduling and dispatch of reactive and planned maintenance work to field technicians.
• Allocate work orders based on priority, location, budgeted time, and required technical trade.
• Monitor attendance and rectification service levels to support compliance with contractual SLAs and KPIs.
• Operate the field services management system, including allocating tasks and updating and closing jobs.
• Respond to calls and requests from the operations centre and client service desk, ensuring tasks are updated accurately.
• Support the operational management team with timely reports and relevant service delivery information.
• Coordinate technician van stock as part of the purchase requisition process.
• Ensure approved quote uplifts are accurately reflected in the field management platform.
• Identify abnormal cost or time allocations across maintenance work orders and provide assistance to the Finance and Accounts team.
• Liaise with clients, technicians, subcontractors, suppliers, consultants, and internal BGIS teams.
• Assist technicians and operational managers with triage and support relating to the field management platform.
• Help communicate and support local training for system changes and enhancements.
• Contribute to continuous improvement by regularly reviewing processes, objectives, and changing client priorities.

Education, Experience & Skills

• At least two years of experience within facilities management, operations, contracting, trade services, or a similar service-based environment.
• Previous experience using a work management system.
• Experience with ERP, CAFM, IMMS, or similar platforms used to schedule and coordinate field technicians.
• Intermediate Microsoft Office skills, particularly Excel, Word, and Teams.
• Strong written and verbal communication skills.
• Strong customer service focus, with an understanding of KPIs and service delivery expectations.
• Analytical thinking and practical problem-solving ability.
• A proactive and solution-focused approach, with the ability to identify and support continuous improvements.
• Strong time management skills and the ability to work effectively under pressure.
• Ability to work collaboratively as part of an on-site operational team.

Desirable

• Previous experience coordinating planned and reactive maintenance.
• Experience working with tradespeople, subcontractors, suppliers, or field-based service teams.
• Understanding of contractual service levels, operational KPIs, and maintenance work-order requirements.
• Experience using the Astea field management platform or a comparable scheduling system.
• Exposure to purchase requisitions, cost allocation, operational reporting, or finance administration.
• Experience supporting users with system updates, enhancements, or local training.

Why Join BGIS?

Key Benefits Include

• Be part of a global organisation with a strong focus on operational excellence and customer service.
• Work in a varied role supporting technicians, operational leaders, clients, and internal business teams.
• Build valuable experience across facilities management, trade services, scheduling, and contract operations.
• Join a collaborative and supportive team environment where communication and teamwork are valued.
• Contribute to meaningful improvements in operational processes, systems, and service delivery.
• Access opportunities to develop your technical, administrative, and operational coordination skills.
• Work for an organisation committed to innovation, sustainability, integrity, and memorable customer experiences.
• Support essential maintenance services across a diverse portfolio of client facilities.

BGIS is a global leader in facility management, energy and sustainability, project delivery, asset management, and technical services. We employ over 12,000 people worldwide and manage over 50,000 diverse facilities, including critical environments such as data centres. Our clients span sectors including Healthcare, Government, Higher Education, and Utilities.

BGIS is an equal opportunity employer committed to creating an inclusive workplace where everyone feels valued and respected. We welcome applications from people of all backgrounds, experiences, cultures, genders, sexual orientations, abilities, and beliefs. We are committed to building a diverse workforce that reflects the communities in which we operate.

Eligibility

To be successful in this role, applicants must have full working rights in New Zealand