Workshop and Workflow Coordinator

Location: Auckland, Mount Wellington
Department: Logistics
Date Posted: 2018-12-06
Work Type: Permanent - Full Time

An opportunity has developed within the NDC in Mt Wellington for a Workflow coordinator. The role is essential to maintain our customer’s expectations and delivery standards. If you are organised, and able to work in a fast paced environment, or have an interest in working in logistics, or scheduling, workflow management. Then this role could be a great opportunity for you.  


The Workflow Coordinator’s primary duty is to manage workflow and administration for all Workshop and Install Teams ensuring excellent customer service.

Position Summary:

This role is split between Coordinating all National Workshop workflow, and the full Customer Installation Administrator function.

Including the full customer installation administrator function, the role will also involve:

  • Planning and Organising the Workshop Schedule to ensure activities are completed in a timely and professional manner
  • Ensure all Business needs for MAPS, national and local deployments are met.
  • Control workshop activities to ensure conformance with company policies and meet legislative compliance standards
  • Manage and complete the workshop admin function


Key Accountabilities and Responsibilities

  • National Run-Up and Refurb
    • Communicate timelines and workflow with Installation Team, Warehouse, Branch Logistic Leaders and Branch Administrators
    • Day-to-Day job scheduling for all Run-Up / Refurb engineers, ensuring sufficient workload for engineers to maintain and achieve KPI’s.
    • Workshop Schedule Maintenance ensuring Machine Lead Times, Workshop Capacity, Engineer Codes and Machine Points Allocation are kept up to date
    • Report to Workshop Supervisors and Provisioning and Implementation Manager on workflow


  • Run Down / GRN Machines
    • Manage throughput of Run Downs by actively monitoring day by day workload
    • Report to Workshop Supervisors and Provisioning and Implementation Manager on workflow


  • Workshop Rebuild Centre
    • Monitor Warehouse Stock on all Rebuilds and notify Workshop Rebuild Specialist on stock requirements daily
    • Report to Provisioning and Implementation Manager on stock levels


  • General Admin and Reporting
    • Assist Provisioning and Implementation Manager with Admin function
    • Manage the admin function around Customer Quotes, Invoices and Credits for the Department
    • Monitor Workshop Email
    • Manage the Admin function for all Workshop related Laserfiche Tasks
    • Report to Provisioning and Implementation Manager on workflow.
    • Any other functions as may be allocated from time to time


Skills and Experience

The preferred applicant will offer strong administration and problem-solving skills, combined with exceptional interpersonal and organisational ability.

Your computer and systems skills will be strong, as will your ability to juggle multiple tasks simultaneously.

You will have 2-3 years industry knowledge and coordinating experience

In addition to this, the Workshop and Workflow Coordinator will have/be:

  • Well-developed customer service and communications skills
  • Excellent Attention to detail
  • An excellent grasp of English—both written and verbal
  • Able to absorb and retain information to resolve queries without regular escalation or questioning being necessary
  • Process focused
  • Strong planning skills
  • Flexible and adaptive