Front of House & Executive Support Manager

Private Advertiser; Melbourne; On-site; AUD 70,000 - 100,000; Full time

Job summary

A privately owned self-licensed financial advisory firm invites applications for a Front of House & Executive Support Manager based in Hawthorn. You will play a key role in smooth office running, client relations, and supporting advisers with administrative tasks.

The ideal candidate brings professionalism, warmth, initiative, and a proactive approach to maintaining a well‑run office and exceptional client experience.

Qualifications

• Previous experience in a client service, administration, or office coordination role.
• Strong communication skills, both written and verbal.
• High level of organisation and attention to detail.
• Ability to manage competing priorities and work independently.
• Confidence to be assertive when needed.

Responsibilities

• Greet clients with professionalism, warmth, and a friendly demeanour
• Manage incoming calls, emails, and client enquiries
• Provide patient, supportive assistance to clients and ensure they feel well cared for
• Coordinate client appointments, confirmations, and follow-ups
• Collate documentation, packs, and meeting materials
• Maintain office organisation, supplies, and presentation
• Manage incoming and outgoing mail and document control
• Ensure the office runs smoothly day-to-day
• Support advisers with administrative tasks and workflow management
• Maintain accurate records and data entry across systems and platforms
• Assist with compliance-related tasks and document preparation
• Track outstanding items and ensure follow-through without delay
• Liaise with product providers and external partners when required

Skills

Client service

Communication

Organisation

Prioritisation

Independence

Job description

Front of House & Executive Support Manager

We are a privately owned self-licensed financial advisory firm that has been operating for 31 years offering family office services to ultra-high net worth families.

An exciting opportunity exists in our growing team for a dedicated and professional Front of House & Executive Support Manager, based in our Hawthorn office. This role is central to the smooth running of our business and plays a key part in how we support our clients and present ourselves as a firm.

The ideal candidate is someone who brings professionalism, warmth, and initiative to their work — someone who can confidently manage responsibilities, support our advisers, and contribute to a positive, well‑run office environment.

Key Responsibilities

Greet clients with professionalism, warmth, and a friendly demeanour

Manage incoming calls, emails, and client enquiries

Provide patient, supportive assistance to clients and ensure they feel well cared for

Coordinate client appointments, confirmations, and follow‑ups

Collate documentation, packs, and meeting materials

Administration & Office Coordination

Maintain office organisation, supplies, and presentation

Manage incoming and outgoing mail and document control

Ensure the office runs smoothly day‑to‑day

Support advisers with administrative tasks and workflow management

Maintain accurate records and data entry across systems and platforms

Operational Support

Assist with compliance‑related tasks and document preparation

Track outstanding items and ensure follow‑through without delay

Liaise with product providers and external partners when required

Skills & Experience

Previous experience in a client service, administration, or office coordination role

Strong communication skills — both written and verbal

High level of organisation and attention to detail

Ability to manage competing priorities and work independently

Confidence to be assertive when needed

Experience in financial services is advantageous but not essential

Personal Qualities We Value

Professional and warm in all interactions

Positive energy and a consistently friendly presence in the office

Self‑managing, proactive, and able to work without supervision

Comfortable being assertive when required

Reliable, punctual, and committed to following through

Strong values, integrity, and a genuine sense of responsibility

Supportive and patient with clients and colleagues

Organised, efficient, and dependable in managing tasks and deadlines

What We Offer

A supportive, respectful team environment

A role where your contribution genuinely matters

Stability, structure, and the opportunity to take ownership of your work

A workplace that values professionalism, kindness, and old‑fashioned reliability