Business Systems & Improvement Coordinator

About Us

Professional Property & Cleaning Services (PPCS) is a trusted provider of high-quality commercial property and cleaning solutions across New Zealand. We partner with clients across multiple industries to deliver reliable, compliant, and value-driven services.

About the role

Reporting to the National Business Improvement Manager, you will administer, support and continuously improve PPCS business systems and technology platforms. The role provides operational ownership of user administration, devices, system records and digital improvement activities, while coordinating implementation, adoption and continuous improvement support for key business initiatives.

Key responsibilities

Business Systems Administration

·   Administer Microsoft 365, SharePoint, Mitti (SafetyCulture), Teams Calling, Power BI and other approved business systems.

·   Create, modify and deactivate user accounts, permissions, licences, sites and system records in line with approved processes.

·   Maintain accurate governance registers covering users, licences, permissions, systems and suppliers.

·   Provide first-level user support and coordinate technical escalation with external providers where required.

Technology and Device Management

·   Coordinate the procurement, setup, allocation, transfer, return, repair, replacement and secure disposal of laptops, phones, tablets and related equipment.

·   Maintain the company device register, Mobile Device Management enrolment and device compliance records.

·   Coordinate software and application requests, telecommunications connections, usage monitoring and billing records.

·   Support device lifecycle planning and ensure equipment and access records remain accurate and current.

Onboarding and Offboarding

·   Coordinate technology and system requirements for new employees, including accounts, licences, access permissions, devices and mobile connections.

·   Process employee changes and terminations, ensuring accounts and connections are updated or removed and company equipment is recovered.

·   Complete onboarding and offboarding checks and maintain accurate licence, access and asset records.

Operational Technology Support

·   Maintain Teams Calling, hunt groups, call centre information and other approved telecommunications arrangements.

·   Coordinate system configuration, testing, issue logging, supplier follow-up and user communications.

·   Prepare and maintain user guides, work instructions and support records.

Business Improvement and Technology Projects

·   Coordinate approved initiatives including SharePoint, Customer Portal, GDS, AI and automation activities.

·   Maintain project plans, actions, risks, issues, dependencies, decisions and progress updates.

·   Support requirements gathering, process mapping, testing, implementation, documentation, training and user adoption.

Reporting, Data and Compliance Support

·   Maintain system, improvement and compliance records, including agreed spreadsheets and Mitti structures.

·   Support data verification, preparation of H&S statistics and business reporting.

·   Assist with Power BI report maintenance, data validation and reporting requirements.

·   Ensure records and controlled documents are accurate, version-controlled, accessible and audit-ready.

About you

• Experience administering business systems, user access, licences, devices or technology services.
• Strong Microsoft 365 capability and confidence using Excel for data management and reporting.
• Strong coordination, documentation, problem-solving and stakeholder communication skills.
• Ability to manage multiple priorities with high attention to detail and accurate recordkeeping.
• Ability to work independently, follow approved processes and escalate issues appropriately.
• Experience with SharePoint, Power BI, Mitti (SafetyCulture), ERP or other business platforms.
• Experience supporting technology implementation, process improvement, compliance or change initiatives.
• Understanding of IT asset management, Mobile Device Management, telecommunications or supplier coordination.
• Experience developing user guides, process documentation, training material or project records.
• Positive, proactive and customer-focused.
• Willing to learn and develop new skills.
• Highly organised, dependable and attentive to detail.
• Practical problem-solver who follows through on actions.
• Able to communicate technical information in clear, plain language.