Executive Office Manager — Melbourne Ops & Exec Support

Heidelberg Materials Australia; City of Melbourne; On-site; AUD 80,000 - 100,000; Full time

Benefits offered by this job

Salary Packaging Benefits – Potential.

Learning & Development

Job summary

Heidelberg Materials Australia in Melbourne is seeking an Office Manager to provide high-level confidential executive support to the Australian Executive Committee and to lead the day-to-day management of our Melbourne corporate office.

The role covers executive support, facilities and commercial management, supplier coordination, and driving continuous improvement across the workplace. Proficiency in Microsoft Office and strong stakeholder engagement are essential.

Qualifications

• Experience supporting senior executives in a fast-paced corporate environment.
• Background as an Executive Assistant, Office Manager, Commercial Coordinator, or similar role.
• Strong commercial acumen with budgets, contracts, suppliers, or procurement experience.
• Advanced Microsoft Office skills, particularly PowerPoint, Excel, Outlook and Teams.
• Strong analytical, research and problem-solving abilities.
• Excellent organisational skills with ability to manage competing priorities and strict deadlines.
• High attention to detail and commitment to quality outcomes.
• Exceptional stakeholder engagement and relationship-building skills.
• Ability to exercise discretion and maintain confidentiality.
• A proactive mindset with the ability to drive continuous improvement initiatives.

Responsibilities

• Provide confidential executive support to Regional General Manager – Southern Region.
• Manage complex calendars, appointments, meetings, and travel arrangements.
• Coordinate AEC meeting schedules and prepare meeting packs, presentations, and supporting documentation.
• Attend meetings, record accurate minutes, and track actions through to completion.
• Develop executive-level presentations and reports using PowerPoint, Excel analytics, and business insights.
• Manage website and customer enquiries, ensuring timely responses and escalation where required.
• Support recruitment activities including advertising, interview coordination, onboarding, and training plans.
• Lead the day-to-day operations of the Melbourne corporate office.
• Manage office suppliers, contractors, and service providers to ensure effective service delivery.
• Coordinate office maintenance, workplace improvements, fit-outs, repairs, and facilities projects.
• Organise company events, leadership meetings, and employee engagement activities.
• Drive initiatives that enhance workplace experience, employee satisfaction, and customer service standards.
• Manage office operating budgets and track expenditure against approved budgets.
• Coordinate vendor contracts and service agreements, ensuring compliance with commercial terms and company policies.
• Provide commercial support to senior manager through reporting, analysis, and business administration activities.
• Monitor office-related costs and identify opportunities for process improvement and operational efficiencies.
• Manage corporate credit card reconciliations and expenses.
• Assist with lease management, workplace compliance obligations, and vendor relationship management.
• Transport fleet lease management.
• Contract Management
• Support business continuity, risk management, and workplace governance initiatives relevant to office operations.

Skills

Executive support

Office management

Budget management

Contract management

Procurement

Microsoft Office

PowerPoint

Excel

Outlook

Teams

Stakeholder engagement

Job description

Heidelberg Materials Australia in Melbourne is seeking an Office Manager to provide high-level confidential executive support to the Australian Executive Committee and to lead the day-to-day management of our Melbourne corporate office.

The role covers executive support, facilities and commercial management, supplier coordination, and driving continuous improvement across the workplace. Proficiency in Microsoft Office and strong stakeholder engagement are essential.