Office Manager
The Office Manager is responsible for the smooth, efficient operation of the office for all internal team members and an outstanding client/visitor experience. The role proactively manages the office environment including Level 3 meeting rooms and hospitality and is responsible for all physical office requirements. It coordinates facilities and IT services (internal and external providers), leads office events logistics, supports Health & Safety compliance, and provides core administrative support, delivering outcomes with minimal oversight. The Office Manager is responsible for optimising office operations and initiatives to create a professional client experience while promoting a positive and engaging internal workplace culture.
Key Responsibilities:
Office Operations & Facilities - Manage all elements of building/facilities management including management of the contract with the cleaning company, monitoring service quality and proactively managing issues.
- Proactively oversee day-to-day office operations: supplies, equipment, mail, couriers, and general administration.
- Track and report on office maintenance requests; arrange repairs and minor works; keep an issues log.
- Oversee and carry out regular cleaning and organisation of office kitchen areas, including loading/unloading dishwashers and maintaining shared facilities
IT Management - Act as the operational point of contact for IT incidents and small requests (workstation setup, peripherals, access cards, printers).
- Coordinate with the IT service provider: ensure SLAs are achieved, communicate outages/maintenance windows.
- Maintain basic IT asset records (e.g., monitors, docking stations, keyboards); support device handover logistics for new starters and leavers.
- Support meeting room AV testing and first-line troubleshooting; escalate complex issues to IT.
- Support onboarding logistics: workstation readiness, access passes, welcome packs, IT set up and ergonomic set up
Client & Visitor Experience - Act as the face of the business for clients and visitors; provide a professional, welcoming reception.
- Manage external phone line: answer, triage, and direct calls promptly and courteously.
- Hospitality: plan and deliver meeting hospitality (refreshments, catering logistics), ensuring a consistently high standard.
- Own room scheduling and readiness: bookings, layout, AV readiness and turnarounds between meetings.
- Maintain room standards: cleanliness, consumables, AV equipment checks, and issue resolution.
Event Lead - Proactively identify opportunities, plan and coordinate internal events to celebrate milestones, recognise achievements, and foster a positive workplace culture.
- Major staff events - Coordinate venue, catering, equipment, communication, and on-the-day execution; post-event debrief and improvements.
Health & Safety - Maintain H&S records: incident register, evacuation lists, and drill coordination.
- Conduct office walk-throughs and report hazards; ensure signage and ergonomic aids are in place.
- Partner with P&C/Directors to update H&S procedures and communicate changes.
- First Aid Officer and management of all Health and Safety requirements
Key Attributes (Competencies) - Proactive ownership: anticipates needs, acts without prompting, closes the loop.
- Problem solving: triages issues, applies sound judgement, escalates appropriately. The ability to prioritise and manage competing demands.
- Service mindset: calm, professional client and staff interaction; hospitality focus.
- Organisation & follow-through: plans, prioritises, and meets deadlines reliably.
- Communication: proactive clear written and verbal updates; concise status reporting.
- Vendor savvy: holds suppliers to account; balances quality, cost, and timeliness.
Core Qualifications / Experience - Previous experience in office management or similar role (2–5+ years preferred).
- Relevant tertiary qualification (business administration, IT, management, HR, or similar) is desirable but not always required.
Demonstrated facilities/vendor coordination - Comfortable with IT coordination and liaising with an external IT Services Provider.
- Familiarity with workplace health and safety standards and Health and Safety basics
- Basic budgeting and expense tracking for office supplies, events, and small projects.
- Experience in a professional services or client-facing environment is advantageous.
Working Relationships Internal: Directors, Finance, People & Culture, IT operations, all staff.
External: Building management, cleaning, catering, couriers, IT service provider, event vendors.
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