Operations & Project Coordinator

• Join an innovative global software company based in New Zealand

• Voted one of New Zealand's top tech companies for two years running

• Opportunity to make a meaningful impact in a people-centric work culture

• Enjoy our wellness program with innovative benefits

• Experience the flexibility of a hybrid work environment

About Us:

FileInvite transforms the document collection process for companies and their clients. Gone are the days of chasing clients for essential business documents. Our intuitive platform streamlines this often cumbersome task, making it simple, fast, and secure.

Leveraging best-in-class cloud-based services and encrypted client portal technology, FileInvite provides our customers with effective tools to effortlessly collect critical data and time-sensitive information. We are dedicated to simplifying this crucial business workflow for organisations of all sizes.

Our roots may be in New Zealand, but FileInvite's reach extends globally through our innovative solution, supported by our remarkable, collaborative work culture across our employees in Auckland, the USA, and the Philippines.

The Role:

Operations & Project Coordinator

As the Operations & Project Coordinator, you will be the lynchpin keeping FileInvite's operations running smoothly. In this critical role, you will serve as a cross-functional liaison, supporting the implementation of key initiatives, coordinating essential business functions, and managing important administrative tasks. As a tech-savvy individual, you will be comfortable navigating various software and systems to support operational streamlining.

In this newly established role, your keen attention to detail and strong organisational skills will be instrumental in driving operational efficiency across the organisation. From data collection and logistics coordination to stakeholder management, you will play a vital role in maintaining a well-functioning and productive work environment that aligns with FileInvite's strategic objectives.

Key Responsibilities

• Provide high-level administrative and project support to the Operations and Strategy Manager
• Manage day-to-day communication with internal stakeholders and vendors, ensuring timely follow-up and resolution of issues
• Assist in financial data collection and ensure accuracy of financial information
• Provide administrative support to People Operations, including onboarding processes and employee record management
• Successfully coordinate IT support, maintenance and management of IT inventory
• Assist in maintaining, documenting and improving various operational processes
• Maintain and update information security documentation and policies
• Oversee office and facilities management, including vendor management and safety checks
• Demonstrate excellent interpersonal communication with a positive and flexible workplace attitude

About You:

• Excellent communicator, able to liaise effectively with stakeholders
• Exceptional administrative and project coordination capabilities
• Skilled at navigating various software and technology systems
• Adept at multi-tasking and prioritising competing priorities
• Comfortable working across multiple functions and departments
• 2-5 years' experience in a similar operations or administrative role

If you thrive in a dynamic, fast-paced environment and take pride in your ability to keep things running like a well-oiled machine, we'd love to hear from you.