Office & Admin Operations Manager

Summit Facilities Group; Melbourne; On-site; AUD 72,000 - 88,000; Full time

Benefits offered by this job

Office in Melbourne CBD

Permanent full-time role

Superannuation included

Direct reporting to Directors

Job summary

Summit Facilities Group in Melbourne is seeking an experienced Office Manager to oversee the office and administrative functions of the business. Based at the Collins Street office, you will report to the Directors and lead the administrative staff who handle records, accounts, purchasing and personnel administration for multiple buildings.

You will manage budgets, supplier invoices, rosters and payroll information, while ensuring WHS and internal policies are kept up to date.

Qualifications

• Diploma or higher qualification in business, management or a related field.
• Three years of relevant experience or at least one year managing an office.
• Sound understanding of accounts, budgeting, purchasing and supplier management.
• Experience supervising staff and managing rosters, timesheets and personnel records.
• Strong organisational skills and the ability to manage competing priorities across several locations.
• Clear and confident written and verbal communication.
• Proficient with Microsoft 365 and payroll/rostering software.

Responsibilities

• Managing day-to-day operation of the office and the administrative functions of the business.
• Reviewing services with Directors, and setting priorities, standards and deadlines for administrative work.
• Developing, implementing and maintaining office systems, policies and procedures that work across all buildings.
• Allocating staff, equipment and office resources, including rosters for casual staff across multiple buildings.
• Maintaining accurate business records and accounts, including reviewing supplier invoices and allocating costs to buildings and owners corporation.
• Preparing and monitoring budgets for office expenses and reporting on spending against budget.
• Coordinating staff including recruitment, onboarding, training at our Collins Street office.
• Overseeing staff sign-in, attendance records, timesheet approval, leave records and payroll information.
• Ensuring office equipment, IT and supplies are maintained and in good working order.
• Ensuring workplace health and safety practices and internal policies are met and kept up to date.
• Acting as main contact for suppliers, contractors and advisers, resolving issues as they arise.
• Preparing regular reports for Directors on expenditure, staffing and office performance.

Skills

Staff supervision

Budgeting

Prioritization

Communication

Organisational skills

Education

Diploma or higher qualification in business/management

Tools

Microsoft 365

Accounting software

Payroll software

Rostering software

Job description

At Summit Facilities Group, we manage a diverse portfolio of residential buildings with a focus on quality, reliability, and transparency. Known for our hands-on and proactive approach, we work closely with clients and residents to create safe, well-maintained, and thriving communities.

Our collaborative culture, robust operational systems, industry-leading processes, and experienced leadership team provide Building Managers with the support, tools, and expertise to succeed. By combining innovative technology with deep industry knowledge, Summit has established itself as a leader in residential building and facilities management.

The role

We are looking for an experienced Office Manager to take responsibility for the office and administrative functions of the business.

You will be based at our Collins Street office and report directly to the Directors.

Our full-time and casual staff work across a number of buildings, and each building has its own suppliers, contractors, costs and reporting requirements. You will be responsible for the systems, records, accounts, purchasing and personnel administration that keep all of this organised, and you will lead the administrative staff who carry out that work.

What you will be doing

• Managing the day-to-day operation of the office and the administrative functions of the business

• Working with the Directors to review the services we provide, and setting priorities, standards and deadlines for administrative work

• Developing, implementing and maintaining office systems, policies and procedures that work consistently across all of the buildings we manage

• Allocating staff, equipment and office resources, including preparing and managing rosters for our casual staff across multiple buildings

• Maintaining accurate business records and accounts, including reviewing and approving company supplier invoices and making sure costs are allocated to the correct building and owners corporation

• Preparing and monitoring budgets for office and administrative expenses, and reporting on spending against budget

• Managing the purchasing of consumables and supplies for all managed buildings, approving purchase requests and maintaining supplier accounts

• Coordinating staff including recruitment, onboarding, training at our Collins Street office,

• Overseeing staff sign-in and attendance records, timesheet approval, leave records, payroll information and performance reviews

• Ensuring office equipment, information technology and supplies are maintained and in good working order

• Ensuring our workplace health and safety practices, employment obligations and internal policies are met and kept up to date

• Acting as the main point of contact for company suppliers, contractors and our professional advisers, including our accountant and insurers, and resolving issues as they arise

• Preparing regular reports for the Directors on expenditure, staffing and the performance of the office

What you will bring

• A Diploma or higher qualification in business, management or a related field, or at least three years of relevant experience in place of a formal qualification

• At least one year of experience managing an office or the administration function of a business

• A sound understanding of accounts, budgeting, purchasing and supplier management

• Experience supervising staff and managing rosters, timesheets and personnel records

• Strong organisational skills and the ability to manage competing priorities across several locations

• Clear and confident written and verbal communication with people at every level of the business

• Confidence using Microsoft 365 and accounting, payroll and rostering software

Why Summit

• A permanent, full-time position in a growing business

• A salary of $80,000 plus superannuation

• Direct reporting to the Directors and genuine input into how the business operates

• A dynamic and supportive team, and an office in the Melbourne CBD

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