Office Manager

Jobomas; Brisbane; On-site; AUD 70,000 - 90,000; Full time

Job summary

Vantage Cleaning Solutions Pty Ltd in Queensland is seeking an experienced Office Manager to organise and oversee office administration, payroll records and client accounts. You will report to the Managing Director and drive efficient administrative processes across multiple sites in Queensland.

You will develop and implement procedures, monitor budgets, coordinate with HR, accounts, operations and scheduling teams, and ensure timely, accurate records and strong client service.

Qualifications

• Diploma/Advanced Diploma/Associate Degree in business, administration or related field or at least three years of relevant experience.
• Experience managing office administration and improving office systems and procedures.
• Sound understanding of payroll administration, employees and contractor records, client accounts and expenditure monitoring.
• Strong organisational skills and ability to prioritise competing demands and meet deadlines.

Responsibilities

• Plan, organise and oversee daily office administration, set work priorities and service standards, and monitor the completion and quality of administrative work.
• Coordinate administrative tasks across staff, allocate resources and provide guidance on office systems, procedures and documentation.
• Manage electronic filing, document control, and employee, contractor, supplier and client records.
• Coordinate employee administration including onboarding, offboarding, leave records and payroll information in consultation with HR.
• Oversee timesheets and payroll information and resolve discrepancies with relevant staff.
• Manage client accounts, invoicing, quotations, service agreements, work orders and cost records.
• Monitor office budgets and administrative expenditure and prepare expenditure summaries and management reports.
• Coordinate purchasing, supplier communications and maintenance of office equipment and supplies.
• Liaise with management, HR, accounts, operations, scheduling and estimating to resolve issues and exchange information.
• Implement and monitor office procedures, approvals and confidentiality and safety requirements.
• Organise internal meetings, maintain minutes and action registers.
• Review and improve office systems, templates and reporting processes.

Skills

Office administration

Payroll administration

Documentation & records

Attention to detail

Education

Diploma/Advanced Diploma/Associate Degree in business/administration

Tools

Microsoft Excel

Microsoft Word

Microsoft Teams

Xero

Simpro

Fergus

Job description

About Us

Vantage Cleaning Solutions Pty Ltd is an established Queensland cleaning and facilities services business providing commercial cleaning, construction cleaning and related services.

Based in Coorparoo, our substantial employee and contractor workforce is supported by administration, accounts, HR, operations, scheduling, estimating and management functions. We coordinate people, suppliers and client service requirements across multiple sites throughout Queensland.

About the Role

We are seeking an experienced Office Manager to organise and manage our office administration, administrative systems and office support functions.

Reporting directly to the Managing Director, you will oversee administrative workflows supporting employee and contractor records, payroll, client accounts, invoicing, purchasing and internal reporting. You will set office priorities, coordinate administrative work and improve procedures to ensure accurate records, timely communication and efficient support for the business.

Key Responsibilities

• Plan, organise and oversee daily office administration, establish work priorities and service standards, and monitor the completion and quality of administrative work.
• Coordinate administrative tasks across relevant staff, allocate office resources and provide guidance on office systems, procedures and documentation requirements.
• Manage electronic filing, document control, business correspondence and employee, contractor, supplier and client records.
• Coordinate employee administration, including onboarding, offboarding, leave records, employment changes, training records and payroll information, in consultation with HR and management.
• Oversee the collection, checking and processing of timesheets and payroll information, and coordinate the resolution of discrepancies with relevant staff.
• Manage administrative workflows supporting client accounts, invoicing, quotations, service agreements, work orders and job cost records.
• Monitor office budgets and administrative expenditure, check supporting financial records and prepare expenditure summaries and management reports.
• Coordinate office purchasing, supplier communications and the availability and maintenance of office equipment and supplies.
• Liaise with management, HR, accounts, operations, scheduling and estimating staff to resolve administrative issues and ensure the timely exchange of information.
• Implement and monitor office procedures, internal approvals and compliance records, including confidentiality, employment documentation and office work health and safety requirements.
• Organise internal meetings, maintain minutes and action registers, and follow up agreed actions.
• Review and improve office systems, templates, reporting processes and administrative controls using business management and accounting software.

Skills and Experience

• A relevant Diploma, Advanced Diploma or Associate Degree in business, administration or a related field, or at least three years of relevant experience in lieu of formal qualifications.
• Demonstrated experience managing office administration, coordinating administrative work and improving office systems and procedures.
• Sound understanding of payroll administration, employee and contractor records, client accounts, invoicing and expenditure monitoring.
• Strong organisational skills, with the ability to prioritise competing demands and meet deadlines.
• Clear communication and practical problem-solving skills, with confidence liaising with management, staff, clients, suppliers and contractors.
• Strong attention to detail and the ability to handle confidential employment, financial and commercial information.
• Proficiency in Microsoft Excel, Word and Teams. Experience with Xero, Simpro, Fergus or comparable business systems is desirable.
• Experience in cleaning, construction, facilities services or another business delivering services across multiple sites is desirable.