Operations Coordinator, Design
Location: office-based or hybrid in Christchurch, New Zealand.
Position Summary:
The Operations Coordinator, Design supports the effective day-to-day functioning of the Design team through coordination of operational tasks, reporting, and process management. This role plays a key part in maintaining clarity, consistency, and efficiency across the team’s workflows and communications. Working closely with team leaders, project managers, and cross-functional partners, the Operations Coordinator ensures that planning tools, documentation, and internal systems are up to date, while supporting team-wide coordination activities. The role requires strong organizational skills, clear communication, and a proactive approach to supporting a globally distributed team.
Responsibilities:
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-Coordinate and manage daily operational tasks to support the smooth functioning of the Design Team.
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-Track and monitor team budgets.
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-Assist team members with purchase requests, including collating required documentation and approvals.
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-Utilize the finance management tool for budget-related tasks.
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-Track internal order numbers and ensure their proper use across the team.
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-Coordinate the compilation of monthly, quarterly, and annual reporting, ensuring accuracy and timely submission by team leaders.
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-Collaborate with Director, Strategy & Planning to identify and address operational inefficiencies.
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-Maintain and update systems, tools, and dashboards used for planning and reporting.
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-Organize team meetings, prepare agendas, create presentations, and document outcomes.
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-Take and distribute communications, including team announcements, meeting notes, and action items, ensuring clear and timely information sharing across the team.
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-Act as a liaison between the Design Team and other departments, ensuring clear communication and alignment.
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-Provide support for onboarding new team members, ensuring they have the resources and tools to succeed.
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-Monitor and maintain compliance with operational policies and procedures.
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-Utilize Microsoft Teams for daily communication with managers, peers, and colleagues.
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-Create and update SharePoint content for the Design team.
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-Assist Project Managers and the Creative Operations Manager in coordinating projects, including tracking timelines, resources, and deliverables.
Other requirements
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-Minimal travel may be required to support team events or workshops.
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-As part of a global team, some flexibility in working hours may be required to accommodate collaboration across time zones.
Qualifications:
Required knowledge, skills, abilities, and experience
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-A bachelor’s degree in Business Administration, Operations Management, or a related field; or relevant training and/or experience.
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-2+ years of experience in operations or project coordination roles, preferably within a design or creative environment.
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-Strong organizational and time management skills with a keen attention to detail.
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-Proficiency in Microsoft Suite (Office, SharePoint, Teams) and project management tools (e.g., ClickUp)
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-Experience with budget tracking, reporting, and purchase request processes.
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-Excellent communication and interpersonal skills.
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-Ability to multitask and adapt to change.
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-Self-motivated with a problem-solving mindset and a focus on continuous improvement.
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-A proactive, team-oriented attitude with a commitment to operational and financial excellence.
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-Comfortable working with distributed teams across multiple time zones.
Pluses
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-Experience working in lean/agile environments but agnostic to approach
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-Project Management Professional (PMP) certification is a plus.
What we offer:
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-Step into a collaborative work environment where ideas flourish, and teamwork propels us forward towards shared success; see our colleague video for a taste of our culture and watch this short documentary about how we got our start.
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-An attractive salary and benefits package.
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-Bentley Impact Day: take a day off from work to volunteer with an organization of your choice.
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-Celebrate milestone achievements and moments that matter through our colleague recognition award programs and our Bentley Achievers platform.
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-A commitment to inclusion, belonging and colleague wellbeing through global initiatives and resource groups.
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-Be part of a company committed to making a real difference by advancing the world’s infrastructure for better quality of life, where your contributions help build a more sustainable, connected, and resilient world. Discover our latest user success stories for an insight into our global impact.
Who We Are:
Around the world, infrastructure professionals rely on software from Bentley Systems to help them design, build, and operate better and more resilient infrastructure for transportation, water, energy, cities, and more. Founded in 1984 by engineers for engineers, Bentley is the partner of choice for engineering firms and owner-operators worldwide, with software that spans engineering disciplines, industry sectors, and all phases of the infrastructure lifecycle. Through our digital twin solutions, we help infrastructure professionals unlock the value of their data to transform project delivery and asset performance.
Equal Opportunity Employer:
Bentley is proud to be an equal opportunity employer and considers for employment all qualified applicants without regard to race, color, gender/gender identity, sexual orientation, disability, marital status, religion/belief, national origin, caste, age, or any other characteristic protected by local law or unrelated to job qualifications.
