Role Overview
We are seeking an organised, proactive, and people-focused Office Manager to oversee the smooth day-to-day operations of our office. The ideal candidate will have experience in administration, facilities management, team coordination, and basic financial tasks. You will be the central point of contact for staff, vendors, and visitors, ensuring an efficient, safe, and welcoming work environment in compliance with Australian workplace laws.
Key Responsibilities
Office Operations & Facilities Management
* Oversee daily office operations, including opening/closing procedures, security, and maintenance.
* Manage office supplies, equipment, and inventory (stationery, kitchen supplies, printing materials, PPE where applicable).
* Liaise with building management, cleaners, security, and maintenance contractors.
* Coordinate office moves, renovations, or reconfigurations as needed.
* Ensure the office is clean, organised, and complies with Work Health and Safety (WHS) Act 2011 (state/territory equivalents – SafeWork NSW, WorkSafe VIC, etc.), including emergency procedures, first aid kits, fire extinguishers, and evacuation drills.
Administrative Support
* Serve as the first point of contact for visitors, clients, and deliveries – maintain a professional reception area.
* Answer and direct phone calls, manage general email inboxes, and distribute mail/couriers.
* Prepare, format, and proofread correspondence, reports, presentations, and meeting minutes.
* Maintain digital and physical filing systems (SharePoint, Google Drive, OneDrive, or local servers) in compliance with Privacy Act 1988 and Australian Privacy Principles (APPs).
* Coordinate internal and external meetings, including room booking, catering, audio-visual setup, and virtual meeting support (Zoom, Microsoft Teams, Google Meet).
Team Support & Coordination
* Assist with onboarding new employees – prepare workspaces, coordinate IT equipment setup, order access badges, and organise orientation materials.
* Support HR with scheduling interviews, collecting new hire documents, and maintaining personnel files (subject to privacy obligations).
* Coordinate staff events, team-building activities, and office celebrations.
* Manage staff recognition programs, birthday lists, and wellness initiatives.
Financial & Procurement Support
* Process invoices, expense reports, and purchase orders in compliance with company policies and the Fair Work Act 2009 (record-keeping requirements).
* Reconcile office-related credit card statements and petty cash.
* Assist with budget tracking for office expenses and identify cost-saving opportunities.
* Liaise with suppliers, negotiate contracts, and manage vendor relationships (cleaning, stationery, coffee, printing, etc.).
Compliance & Record-Keeping
* Ensure compliance with all applicable Australian laws, including:
* Fair Work Act 2009 (National Employment Standards – record-keeping, pay slips, leave tracking).
* Work Health and Safety (WHS) Act 2011 (state/territory equivalents – incident reporting, risk assessments, safety data sheets).
* Privacy Act 1988 and Australian Privacy Principles (APPs) for handling employee and client information.
* Modern Awards applicable to administrative staff (e.g., Clerks – Private Sector Award 2020).
* Maintain accurate records (staff files, incident reports, health and safety logs, equipment maintenance schedules).
* Prepare regular office reports for senior management (budget variance, supply usage, facility issues).
Qualifications & Experience
* Education: High school diploma or equivalent required. Post-secondary certificate or diploma in Business Administration, Office Management, or related field is highly preferred.
* Experience:
* Minimum 3–5 years of experience in office administration, facilities management, or a similar coordination role.
* Experience in [specific industry, e.g., legal, construction, professional services] is an asset.
* Supervisory experience (e.g., managing receptionists, assistants, or cleaners) is preferred.
* Technical Skills:
* Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace (Docs, Sheets, Drive, Calendar).
* Experience with accounting or ERP software (e.g., Xero, MYOB, QuickBooks, SAP, Oracle) is a strong asset.
* Familiarity with CRM systems (Salesforce, HubSpot) or project management tools (Asana, Trello, Monday.com) is a plus.
Job Types: Full-time, Part-time
Pay: $87,500.00 – $95,600.00 per year
Expected hours: 25 per week
Benefits:
* Employee mentoring program
* Free drinks
* Free food
* Professional development assistance
* Unlimited annual leave
* Visa sponsorship
Work Location: In person