Operations Coordinator, Design

Location: In-office / hybrid - New Zealand. 

Position Summary: 

The Coordinator, Operations is responsible for providing operational support to ensure the effective functioning of the Design team. Reporting to the Director of Strategy & Planning, this role focuses on assisting with operational processes, resource coordination, project management tool administration and budget management. The position plays a key role in supporting team operations, facilitating collaboration, and ensuring alignment with organizational objectives. Success in this role is defined by efficient workflow management, strong communication, accurate budget tracking, and the ability to support the team in delivering high-quality outputs. 

Your Day-to-Day: 

• Coordinate and manage daily operational tasks to support the smooth functioning of the Design Team. 

• Track and monitor team budgets. 

• Assist team members with purchase requests, including collating required documentation and approvals. 

• Utilize the finance management tool for budget-related tasks. 

• Track internal order numbers and ensure their proper use across the team. 

• Prepare and distribute monthly budget tracking reports for the Design Leadership team. 

• Coordinate the compilation of monthly, quarterly, and annual reporting, ensuring accuracy and timely submission by team leaders. 

• Collaborate with Director, Strategy & Planning to identify and address operational inefficiencies. 

• Maintain and update systems, tools, and dashboards used for planning and reporting. 

• Organize team meetings, prepare agendas, create presentations, and document outcomes. 

• Take and distribute communications, including team announcements, meeting notes, and action items, ensuring clear and timely information sharing across the team. 

• Act as a liaison between the Design Team and other departments, ensuring clear communication and alignment. 

• Provide support for onboarding new team members, ensuring they have the resources and tools to succeed. 

• Monitor and maintain compliance with operational policies and procedures. 

• Utilize Microsoft Teams for daily communication with managers, peers, and colleagues. 

• Assist Project Managers in coordinating projects, including tracking timelines, resources, and deliverables. 

Other requirements 

• Minimal travel may be required to support team events or workshops. 

• Requires sitting or standing at will while performing work on a computer for extended periods. 

What You Bring to The Team: 

 
Required Knowledge, Skills, Abilities, and Experience 

• A bachelor’s degree in Business Administration, Operations Management, Finance, or a related field; or relevant training and/or experience. 

• 2+ years of experience in operations, project coordination, or budget management roles, preferably within a design or creative environment. 

• Strong organizational and time management skills with a keen attention to detail. 

• Proficiency in Microsoft Suite (Office, SharePoint, Teams) and familiarity with finance management tools and project management tools (e.g., ClickUp, Workfront, Optimizely) 

• Experience with budget tracking, financial reporting, and purchase request processes. 

• Excellent communication and interpersonal skills. 

• Ability to multitask and adapt to change. 

• Self-motivated with a problem-solving mindset and a focus on continuous improvement. 

• A proactive, team-oriented attitude with a commitment to operational and financial excellence. 

• Comfortable working with distributed teams across multiple time zones. 

Pluses 

• Experience working in lean/agile environments but agnostic to approach 

• Project Management Professional (PMP) certification is a plus. 

What We Offer: 

• 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. 

• An attractive salary and benefits package. 

• Bentley Impact Day: take a day off from work to volunteer with an organization of your choice. 

• Celebrate milestone achievements and moments that matter through our colleague recognition award programs and our Bentley Achievers platform.   

• A commitment to inclusion, belonging and colleague wellbeing through global initiatives and resource groups. 

• 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: 

Bentley Systems (Nasdaq: BSY) is the infrastructure engineering software company. We provide innovative software to advance the world’s infrastructure – sustaining both the global economy and environment. Our industry-leading software solutions are used by professionals, and organizations of every size, for the design, construction, and operations of roads and bridges, rail and transit, water and wastewater, public works and utilities, buildings and campuses, mining, and industrial facilities. Our offerings, powered by the iTwin Platform for infrastructure digital twins, include MicroStation and Bentley Open applications for modeling and simulation, Seequent’s software for geoprofessionals, and Bentley Infrastructure Cloud encompassing ProjectWise for project delivery, SYNCHRO for construction management, and AssetWise for asset operations. Bentley Systems’ 5,200 colleagues generate annual revenues of more than $1 billion in 194 countries. 

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.