Office Manager

CIP Constructions Group; City of Melbourne; On-site; AUD 70,000 - 95,000; Full time

Benefits offered by this job

Competitive salary package

Modern Victorian office environment

Job summary

CIP Construction Group is seeking an organised Office Manager for the Victorian office to oversee daily administration and create a welcoming experience for employees, clients, and visitors.

Reporting to the Head of People & Culture, you will lead office operations, manage facilities, coordinate meetings and events, support onboarding, and offer limited executive support to the Victorian SLT, all while upholding professionalism and confidentiality.

Qualifications

• Broad experience in office management, administration, reception, or a similar role.
• Strong understanding of administrative processes in an office environment.
• Proven management skills, commercial awareness, and ability to prioritise tasks.
• High personal ethics, discretion and confidentiality.
• Strong verbal and written communication with stakeholders.
• Interpersonal skills for client-facing interactions and senior leaders.
• Intermediate Excel and familiarity with accounting packages.
• Previous Executive Assistant experience is advantageous.

Responsibilities

• Oversee day-to-day administrative tasks, office supplies, equipment and facilities.
• Coordinate front-of-house reception and visitor management.
• Greet clients and visitors, direct to appropriate person or meeting room.
• Manage calls, inquiries, and reception communications and sign-in process.
• Provide hospitality support for meetings and events.
• Process invoices and coordinate with Finance on expenses.
• Coordinate IT needs for new starters and assist with asset tracking.
• Organise meetings, conferences, and staff events; handle agendas and minutes.
• Assist with onboarding new starters and desk setup.
• Provide limited Executive Assistant support to the Victorian Senior Leadership team.

Skills

Office management

Reception experience

Microsoft Office

Executive assistant experience

Discretion & confidentiality

Tools

Excel

Job description

CIP Construction Group is a commercial industrial construction company delivering quality projects nationally across Australia. We pride ourselves on our positive and supportive work culture, and our ability to build strong relationships with our clients and colleagues alike. As our business continues to grow, we are seeking an organised, proactive, and personable Office Manager to oversee the daily administration of our Victorian office and create a professional, welcoming experience for employees, clients, and visitors.

The opportunity

Reporting to the Head of People & Culture, the Office Manager will oversee and coordinate daily administrative activities to ensure smooth operations across Victoria, while acting as the first point of contact for visitors, clients, candidates, contractors, and external stakeholders.

This is an excellent opportunity for someone who enjoys a broad and varied role, takes ownership of office operations, and thrives in a fast-paced environment where professionalism, organisation, and attention to detail are essential.

You will be the go-to person for office administration, front-of-house coordination, facilities, meeting and event logistics, new starter support, and limited Executive Assistant support for the Victorian Senior Leadership team.

Key Responsibilities

Office Administration & Facilities

Oversee day-to-day administrative tasks, office supplies, equipment, facilities, and building management requests.

Develop and maintain efficient office systems and procedures in line with company policies and standards.

Coordinate cleaning services and maintain the kitchen, reception, meeting rooms, plants, and shared areas so the office is organised and presentation ready.

Manage uniform orders for new starters and coordinate couriers, catering, bookings, and other office requirements.

Front-of-House & Stakeholder Experience

Act as the primary front-of-house representative, creating a professional and welcoming reception environment.

Greet clients, visitors, candidates, contractors, and suppliers, and direct them to the appropriate person or meeting room.

Manage incoming calls, enquiries, reception communications, visitor sign-in, office security, and visitor management procedures.

Provide refreshments and hospitality support for client meetings and office events.

Deliver a positive client and visitor experience that reflects CIP Construction Group’s values and professional standards.

Process invoices, track expenses, reconcile financial records, and work with the Finance team to comply with financial policies.

Coordinate with the external IT provider to manage technology requirements for new starters.

Troubleshoot office equipment and software issues and assist the Finance team with asset tracking.

Meetings, Events & Onboarding

Schedule and organise meetings, conferences, staff events, and business strategy sessions.

Coordinate meeting logistics, including room setup, catering, bookings, and audiovisual equipment.

Prepare and distribute agendas, minutes, and other relevant documents.

Assist with onboarding new starters, including desk setup, new starter packs, and following up on laptops.

Executive & General Administrative Support

Provide limited Executive Assistant support to the Victorian Senior Leadership team, including diary and travel management as required.

Prepare reports and documents and respond to ad hoc administrative requests.

Liaise with the CEO, COO, People & Culture, State Managers, senior staff, as required.

Health & Safety

Take responsibility for personal health and safety through education, training, and the demonstration of proactive safety behaviours.

About You

To be successful in this role, you will have:

Broad experience in office management, administration, reception, or a similar role.

A strong understanding of administrative processes and procedures in an office environment.

Proven administrative management skills, commercial awareness, and the ability to manage day-to-day priorities.

High personal ethics, discretion, and confidentiality.

Strong verbal and written communication skills for managing internal and external enquiries.

Strong customer service and stakeholder engagement skills, with confidence interacting with clients, visitors, and senior leaders.

Intermediate Microsoft Office skills, particularly Excel.

Previous experience with accounting packages.

Prior Executive Assistant experience will be highly regarded.

What We Offer

A supportive and collaborative team environment.

Opportunity to work with a growing and successful construction business.

Competitive salary package.

Modern Victorian office environment.

Varied and engaging role with exposure across the business.

CIP Construction Group is an equal opportunity employer and welcomes applications from diverse backgrounds.