Office Manager (career path to General Manager)
Office Manager (pathway to General Manager)
United Building Consultants Pty Ltd | Hawthorn | Full-time or Part Time to suit you/us
We're a growing professional services firm looking for a high-performing Office Manager who wants more than \"admin\". This is a hands‐on role with a clear pathway to General Manager, and the potential for an equity conversation in the future for the right person.
You'll be the first point of contact for clients and the person who keeps the office running smoothly. You'll bring calm, structure, follow‐through, and high standards. You'll coordinate, chase, organise, improve systems, and make sure the small details are always covered.
We work and play hard... you will help us organise our events that the industry look forward to each year. Hopefully you will have your own ideas on how to things better.
We keep our management teamtight and aligned. If you value trust, ownership, and results over bureaucracy, you'll fit in well here.
About United Building Consultants
United Building Consultants Pty Ltd is an independent building surveying firm supporting the property and construction industry. We were established five years ago with a clear goal: deliver a higher standard of advice, service, and reliability than the market was used to.
Demand for our work has grown quickly across both government and private sectors. We support new buildings, complex refurbishments, and major infrastructure projects, often alongside leading developers, architects, and project teams. We're trusted on high-value, high-profile projects where quality, judgement, and follow-through matter.
Selected projects include:
* Australian Embassy, Jakarta (DFAT)
* Jam Factory redevelopment (Gurner)
* The Continental Hotel, Sorrento redevelopment (Woods Bagot)
* Marriott Docklands and AC Hotels by Marriott Southbank (Capital Alliance)
* Melbourne Convention Centre / South Wharf / Plenary Hall
* Shrine of Remembrance redevelopment
* Monash University Chancellery (ARM Architecture)
* Monash University Gillies Hall (CLT) (JCBA Architects)
* Bendigo Hospital and Monash Children's Hospital (Lendlease)
Role summary
We are seeking an Office Manager to support and strengthen the day-to-day running of our business. This role is ideal for someone who enjoys ownership, structure, and continuous improvement. You will be the first point of contact for clients, and the person who ensures the office operates calmly, professionally, and efficiently.
This is a growth role. As the business expands, you will have a clear pathway to take on broader operational leadership as General Manager. For the right person, an equity conversation may be available in the future based on performance and business needs.
Key responsibilities Client and office coordination
Manage inbound calls/emails and ensure prompt, professional responses
Maintain a welcoming, well‐organised front-of-house experience
Coordinate appointments, meetings, and key deadlines
Keep the office organised, stocked, and operating smoothly
Administration and workflow support
Maintain job files, templates, registers, and document control
Support the preparation of proposals, correspondence, and reports
Coordinate follow‐ups, reminders, and tracking of actions
Improve internal systems and reduce "dropped balls"
Operations support
Assist with invoicing workflows, purchase orders, supplier coordination, and basic finance admin
Track work in progress, job status, and key pipeline metrics (as applicable)
Support onboarding of new staff and subcontractors
Identify inefficiencies and implement practical improvements
Pathway to General Manager (as capability grows)
Help lead weekly operations meetings and reporting
Own key systems (CRM, job management, document management)
Develop and document procedures, checklists, and standards
Coordinate staff resourcing, scheduling, and workload planning
About you
Experience in office management, senior administration, operations coordination, or similar
Strong organisational skills and pride in delivering polished, professional work
Confident communicator who can manage priorities and follow‐ups
Comfortable holding people accountable and \"managing up\"
Tech confident and quick to learn systems
Discreet and trustworthy with confidential information
Desirable (not essential)
Professional services background (construction, engineering, property, legal, accounting, etc.)
Experience with CRMs, job management software, invoicing systems
Experience improving systems, processes, and team workflow
What we offer
A stable role with genuine progression into operational leadership
A supportive team and direct access to the Directors
Autonomy, influence, and the opportunity to shape how the business runs
Competitive salary based on experience
Potential for a future equity discussion for the right person
Unlock job insights
Hirer responsiveness Salary match Number of applicants
Your application will include the following questions:
* Which of the following statements best describes your right to work in Australia?
* How many years' experience do you have as a general manager?
* How many years' experience do you have in an Office Administration Role?
* How many years of business management experience do you have?
* Which of the following Microsoft Office products are you experienced with?
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