Administration & Office Manager

Allied Pumps; Perth; On-site; AUD 110,000 - 140,000; Full time

Job summary

Allied Pumps in Western Australia is seeking an experienced Administration Lead to guide our Perth and Clark teams, shaping processes and standards across two countries. You will drive front-of-house excellence, coordinate executive support and manage facilities contracts with a focus on data-driven time savings.

You’ll lead adoption of AI tools, streamline repetitive tasks and report outcomes to the leadership group, while upholding safety, compliance and quality in a family-owned WA business.

Qualifications

• 5+ years of administration experience, including at least 2 years leading an administration or office team.
• Track record of running reception, office presentation and facilities to a high standard.
• Confidence hosting clients and senior stakeholders, with genuine care for the client experience.
• Hands on use of AI and digital tools, with examples of processes you’ve improved or streamlined.

Responsibilities

• Lead, coach and develop our administration team in Perth and Clark.
• Own front of house and ensure professional welcome for clients, suppliers and visitors.

Skills

Administration leadership

Client experience

AI & automation

Facilities management

People management

MS Office & HRIS

Tools

Employment Hero

Myosh

Smartsheet

Job description

Lead the team that keeps Allied Pumps running

Allied Pumps is a family owned Western Australian business delivering pumping, water treatment and water infrastructure solutions across Australia. We have around 220 people, with our head office in Canning Vale and a growing team in Clark, Philippines. Our mission is to provide sustainable, innovative and safe solutions for conserving water, our most precious resource.

Following a long-serving team member’s retirement, we’ve redesigned our administration function and created a new senior role to lead it. We want someone who sees what needs doing before they’re asked, raises the standard and makes the work easier for everyone around them.

What you’ll own

• Your team: Lead, coach and develop our administration team in Perth and Clark. Set clear standards and routines, and make sure every key task has a trained backup.
• Client experience: Own front of house and make sure every client, supplier and visitor gets a professional welcome. Every client and executive meeting is set up properly, from catering through to technology and materials.
• AI and efficiency: Lead the adoption of AI and automation across administration and reporting. Find the manual, repetitive work, fix it, and report the time saved each quarter. You’ll have our approved AI tools and a leadership team that backs this work.
• A workplace that reflects who we are: Keep the office clean, organised and professional. Manage cleaning, maintenance and facilities contractors, and track works from quote to completion.
• Bringing our EAs together: Coordinate our departmental Executive Assistants so the business works to common standards and pulls together on major projects, events and client visits.
• People and compliance admin: Oversee onboarding and offboarding readiness, training and licence registers, training rebate claims, HRIS timesheet support, HSE reporting and client vendor portals.
• Suppliers and budget: Manage administration and facilities contracts and the budget, and report on spend and savings.

What you’ll bring

• 5+ years of administration experience, including at least 2 years leading an administration or office team
• A track record of running reception, office presentation and facilities to a high standard
• Confidence hosting clients and senior stakeholders, with genuine care for the client experience
• Hands on use of AI and digital tools, with examples of processes you’ve improved or streamlined
• The energy and leadership to set standards and hold the team to them
• Strong accuracy, discretion and judgement with confidential information
• Advanced MS Office skills and confidence with HRIS and business systems

Highly regarded

Experience with Employment Hero, Myosh or Smartsheet; a manufacturing, construction or resources background; experience leading remote or offshore team members; and managing facilities contractors and budgets.

Why Allied Pumps

• A newly created leadership role with a clear mandate and visible support from the Managing Director
• Room to shape how administration works across two countries
• A family-owned business that values accountability, loyalty, learning, innovation and dedication to clients