Office Manager

026 Heidelberg Materials Australia Pty Ltd; City of Manningham; On-site; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Salary packaging benefits

Learning & development opportunities

Parental & grandparent leave

Employee discounts on products

Novated leasing

Job summary

Heidelberg Materials is seeking an Office Manager in Melbourne to provide confidential executive support to the Australian Executive Committee and to lead the Melbourne office operations. The role combines executive administration, facilities management, and commercial coordination to ensure a seamless headquarters experience for employees and visitors.

You will manage calendars, prepare reports and presentations, oversee budgets, and coordinate vendor relationships while driving office

Qualifications

• Demonstrated experience supporting senior executives in a fast-paced corporate environment.
• Strong commercial acumen with experience managing budgets and vendor relationships.
• Advanced Microsoft Office skills, particularly PowerPoint, Excel, Outlook and Teams.
• Ability to manage complex calendars, travel and meeting logistics.
• Discretion and confidentiality in handling sensitive information.

Responsibilities

• Provide confidential executive support to the Regional General Manager and AEC; manage calendars, meetings and travel; prepare packs and minutes.
• Lead day-to-day Melbourne office operations, liaise with suppliers and service providers.
• Coordinate office budgets, vendor contracts, and cost tracking; assist with lease management and compliance.
• Support recruitment and onboarding activities; drive office improvement and guest experience initiatives.

Skills

Executive support

Office management

Stakeholder engagement

PowerPoint

Excel

Outlook

Teams

Tools

Microsoft Office

PowerPoint

Excel

Outlook

Teams

Job description

Office Manager | Melbourne

About the Role

The Office Manager plays a critical role in providing high-level confidential executive support to members of the Australian Executive Committee (AEC), while leading the day-to-day management of Heidelberg Materials' Melbourne corporate office. This role combines executive administration, office leadership, facilities management, and commercial coordination responsibilities to ensure the efficient operation of our Melbourne headquarters and deliver an exceptional employee and visitor experience.

Key Responsibilities

• Executive Support

  Provide confidential, professional administrative 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.

• Office & Facilities Management

  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.

• Commercial & Business Management

  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.

What You'll Bring

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

Why Join Heidelberg Materials?

• Salary Packaging Benefits - Potential savings on eligible work and personal expenses.
• Learning & Development - Access to professional development and career growth opportunities.
• Paid Parental and Grandparent Leave - Supporting families through life's important moments.
• Discounted Concrete & Quarry Products - Exclusive employee discounts.
• Novated Leasing - Access to vehicle leasing benefits through our partner providers.
• Health & Wellbeing Programs - Discounts on health insurance, gyms, and retail benefits.
• Car Hire Discounts - Savings through preferred rental providers.
• JB Hi-Fi Employee Discounts - Access to a range of discounted electronics and technology products.

Heidelberg Materials is an equal opportunity employer. We encourage applications from Aboriginal and Torres Strait Islander peoples, people with disability, people from diverse cultural backgrounds, and members of the LGBTQIA+ community.

About Heidelberg Materials

With more than 4,000 employees across 300 sites, Heidelberg Materials has an extensive production and logistics network across Australia. We think global and act local. By combining global research and development capabilities with national collaboration, we deliver a comprehensive range of high-quality concrete, aggregates, asphalt, sand, road base, and sustainable construction materials supporting major infrastructure, commercial, and residential projects. Shaping the future, building successes Heidelberg Materials - your springboard into the future of the construction materials industry. As a globally leading company in the construction sector, we manufacture one of the most widely used products, paving the way not only toward more sustainable production but also toward your personal success story. Our bold and innovative approach focuses on massive CO2 reduction, efficient recycling technologies, and digital solutions - setting new standards for the industry. In our globally connected and locally rooted community, your ideas have the power to shape a better tomorrow for people. With us, you’re not just shaping the industry’s future; you’re shaping your own. Let’s get to work! Heidelberg Materials is one of the world's largest integrated manufacturers of building materials and solutions with leading market positions in cement, aggregates, and ready-mixed concrete. We are represented in more than 50 countries with around 51,000 employees at almost 3,000 locations. At the centre of our actions lies the responsibility for the environment. As the front runner on the path to carbon neutrality and circular economy in the building materials industry, we are working on sustainable building materials and solutions for the future. We enable new opportunities for our customers through digitalisation.