Operations & Administration Coordinator - Cambridge

About the Role

Pratts Group, a trusted leader in plumbing, gasfitting, water services, heating, and cooling across Waikato and King Country for over 60 years, is searching for an Operations & Administration Coordinator to join their Cambridge branch. This pivotal role supports the ongoing success of the overall business and specifically contributes to the expansion of SureCool Refrigeration, which specializes in commercial refrigeration, heat pumps, and air conditioning.

This position offers a dynamic and hands-on environment, focused on coordinating daily operations, streamlining processes, and taking full ownership of multiple responsibilities. The coordinator will work across varied activities including administration, job scheduling, managing technicians and subcontractors, pricing, accounts, inventory control, quotations, customer service, and operational systems.

About SureCool Refrigeration

SureCool Refrigeration is the Pratts division that handles commercial refrigeration, heat pump, and air conditioning service, maintenance, repairs, and installation. Their clientele spans hospitality, retail, food businesses, and other commercial environments throughout Waikato and King Country. Equipment serviced includes walk-in refrigeration for restaurants, supermarket chillers, bar fridges, pharmacy cold storage, and both commercial and residential heat pump and air conditioning units.

With growth as a major priority, the coordinator will play an essential role in supporting this expansion by enhancing processes, systems, and customer relations.

Key Responsibilities

• Schedule technicians and subcontractors, coordinate jobs, and oversee invoicing to ensure a steady workflow for heat pump, air conditioning, and commercial refrigeration services.
• Support expansion of SureCool's commercial maintenance contracts, recurring services, and customer coordination efforts.
• Maintain accurate pricing for products and services, monitoring profit margins and overall profitability.
• Procure competitive pricing and replacement parts from suppliers via websites, trade portals, and other channels.
• Keep internal pricing structures and product data up to date and precise.
• Prepare detailed job costings and margin analyses for installations, projects, and service tasks.
• Assist management with strategic growth, service offerings expansion, and operational enhancements.
• Manage inventory and stock, including ordering products, liaising with suppliers, and handling consignment stock.
• Develop and improve Microsoft-based documents such as templates, spreadsheets, email signatures, and automated workflows to reduce manual tasks and increase consistency.
• Support quoting processes for heat pump, air conditioning, and refrigeration services, including template management and development.
• Prioritize multiple jobs, deadlines, customers, and divisions to optimize workflow effectiveness.
• Collaborate closely with the Group Manager to drive operational efficiency, reporting, and business performance improvements.
• Oversee SureCool accounts, including invoicing and account reconciliation.
• Manage job workflows and customer relationships at the branch level, facilitating enquiries and communication between customers and the Support Office.
• Deliver professional customer service support in the showroom, over the phone, and through other inquiry channels.
• Ensure timely and accurate data entry of customer enquiries and job information into company systems.
• Maintain clear and effective communication with all stakeholders to promote seamless work progression.

Candidate Qualifications & Experience

• Extensive experience in senior administration, office coordination, or operational coordination roles.
• Strong skills in Microsoft Excel, including working with complex spreadsheets, pricing data, calculations, and business information.
• Proficiency with Google Sheets and shared workbook environments.
• Excellent organizational and time management abilities, capable of handling competing priorities without sacrificing accuracy or missing deadlines.
• Commercial awareness with understanding of pricing models, margins, job costing, and profitability.
• Exceptional attention to detail and commitment to accuracy.
• Strong communication skills, both verbal and written.
• Confidence and professionalism in interactions with customers, suppliers, technicians, and subcontractors.
• Experience with accounts, invoicing, and reconciliation processes.
• Ability to work autonomously while maintaining cooperation with management and the team.
• Problem-solving mindset, eager to improve existing workflows rather than simply circumvent them.
• Comfortable learning and navigating different business software, supplier websites, and online platforms.
• Experience in related industries such as heat pump, HVAC, commercial refrigeration, plumbing, trades, or construction is a strong advantage but not mandatory.

Why Join Pratts?

Pratts is a stable and historic business in the Waikato region with a forward-looking mindset. This role offers the chance to work closely with senior leadership and directly influence the growth and development of the SureCool Refrigeration division. The position is full-time, based in Cambridge, and provides the opportunity to contribute measurably to operational efficiencies and overall business success.