Executive Office Manager — Sydney Admin & Operations Lead

Kent Institute; Sydney; On-site; AUD 72,000 - 88,000; Full time

Job summary

Kent Institute Australia Pty Ltd in Sydney, NSW is seeking an experienced Office Manager to plan and oversee administrative operations across the Institute. The role reports to the Executive Director and COO and collaborates with management, academic staff, student administration, finance, HR, IT and other professional staff.

You will coordinate administration across campus, manage facilities and procurement, supervise administrative personnel, and implement improvements to office systems.

Qualifications

• Diploma, Advanced Diploma or higher qualification in Business Administration, Management, Office Administration or a related field, or equivalent relevant experience.
• At least 2 years of relevant experience in office management, administration or a comparable supervisory role.
• Demonstrated experience coordinating and supervising administrative staff.
• Experience managing office administration, facilities, resources and suppliers.
• Experience maintaining administrative records and documentation.
• Experience with procurement and office expenditure administration.
• Strong organisational and time-management skills.
• Excellent written and verbal communication skills.
• Strong problem-solving and coordination skills.
• Ability to work effectively with senior management and multiple internal departments.
• Proficiency in Microsoft Office and relevant administrative systems.
• Ability to manage competing priorities and work independently.

Responsibilities

• Plan, organise and coordinate the day-to-day administrative operations of the Institute.
• Establish administrative priorities and coordinate office workflows to ensure effective delivery of administrative services.
• Allocate duties and workloads among administrative and support personnel according to operational requirements.
• Coordinate and monitor the work of the Campus and Student Administration staff and related personnel.
• Provide guidance and operational direction to administrative staff regarding office procedures, policies and service requirements.
• Monitor staff workloads, work allocation and completion of administrative tasks.
• Assist management with recruitment, induction, training and performance-management activities relating to administrative personnel.
• Coordinate staff leave and administrative coverage to maintain continuity of office and student administration services.
• Coordinate office facilities, meeting rooms, equipment, furniture and other administrative resources.
• Liaise with building management, contractors, maintenance providers and other external service providers regarding facilities and operational requirements.
• Monitor office supplies, stationery and other administrative resources and coordinate procurement as required.
• Obtain quotations and liaise with suppliers regarding orders, deliveries, maintenance and service requirements.
• Maintain appropriate purchasing, supplier and administrative expenditure records.
• Establish and maintain effective filing, document-control and records-management systems.
• Oversee the accurate maintenance, storage and retrieval of administrative records and operational documentation.
• Assist with monitoring office and administrative expenditure against approved budgets.
• Liaise with finance, HR, IT, academic, student administration and other professional units to coordinate administrative requirements.
• Coordinate administrative arrangements for management and staff meetings and other Institute activities.
• Prepare administrative reports, operational summaries and other information for the COO and management.
• Assist in implementing and monitoring compliance with Institute policies, procedures and workplace requirements.
• Coordinate the reporting and resolution of office, facilities and workplace safety issues.
• Identify administrative inefficiencies and recommend improvements to office systems, workflows and resource utilisation.
• Implement approved improvements to administrative procedures and monitor their effectiveness.
• Provide administrative and operational support to the Executive Director and COO as required.
• Perform other reasonable duties consistent with the responsibilities of the Office Manager position.

Skills

Office management

Staff coordination

Stakeholder liaison

Education

Diploma/Advanced Diploma or higher qualification in Business Administration, Management, Office Administration or a related field

2 years of relevant experience in office management or supervisory role

Tools

Microsoft Office

Job description

Kent Institute Australia Pty Ltd in Sydney, NSW is seeking an experienced Office Manager to plan and oversee administrative operations across the Institute. The role reports to the Executive Director and COO and collaborates with management, academic staff, student administration, finance, HR, IT and other professional staff.

You will coordinate administration across campus, manage facilities and procurement, supervise administrative personnel, and implement improvements to office systems.