Office Manager

Avionics Limited; City of Melbourne; On-site; AUD 60,000 - 78,000; Full time

Job summary

Avionics Limited is seeking a full-time Office Manager for an immediate start in our Melbourne-area office. The role requires strong admin skills, top-notch Excel, and reliability, with on-site work in Tullamarine. You will manage accounts, records, and HR/payroll tasks, while maintaining professional communication and a proactive attitude.

Candidate should have 2+ years in similar roles, experience with Damstra is a plus, and be organized, tech-savvy, and punctual. Office hours are 9am–5pm.

Qualifications

• 2+ years in a similar Team Assistant / Reception / Finance Admin based role.
• Experience using Damstra is highly regarded.
• Strong communication skills, both written and verbal.
• Proactive, using initiative to support the team effectively.
• Proficient in Microsoft Office Suite, including advanced Excel skills.
• Experience with finance-related admin tasks, such as invoicing and reconciliations.

Responsibilities

• Credit card reconciliation and invoicing support.
• Prepare progress claims and issue invoices.
• Assist in tender submissions and handover manuals.
• Assist with Airways Training Services bookings.

Skills

Excel (Advanced)

Communication skills

Organizational skills

Proactive/initiative

Finance administration

Tools

Damstra

Job description

We are looking for a full-time office manager who is available for an immediate start and has a strong administrative background and an excel whiz. The ideal candidate will have excellent written and verbal communication skills and be professional, polished, and tech-savvy. You should also be highly organized, reliable, punctual, and flexible with a positive, can-do attitude. Must have a car - public transport is not readily available to our office in Tullamarine. Office hours are 9am - 5pm.

Skills & Experience

• 2+ years in a similar Team Assistant / Reception / Finance Admin based role
• Experience using Damstra is highly regarded
• Strong communication skills, both written and verbal.
• Proactive, using initiative to support the team effectively.
• Proficient in Microsoft Office Suite, including advanced Excel skills.
• Experience with finance-related admin tasks, such as invoicing and reconciliations.

Please note this role is fully on-site - office is in Tullamarine

Job Roles

Accounts

• Credit card reconciliation.
• Prepare progress claims and issue invoices.
• Assist in the final preparation of tender submissions and handover manuals.
• Assist with Airways Training Services bookings

Compliance

• Supplier management: maintain valid insurance certificates and prepare monthly statutory declarations to accompany subcontractor claims.
• Organise Drugs and Alcohol screening and maintain corporate health surveillance register.
• Ensuring workplace incidents are documented and all records are stored in Damstra
• Assist with housekeeping of BMS and ensure BMS register is up to date.

Record Management in Damstra

• Maintain company and employee records in Damstra and book for expiring licenses.
• Ensuring Plant and Equipment records (service and registration) are stored in Damstra

HR & Payroll

• Prepare weekly timesheets and send them to Head Office.
• Preparation of travel arrangements for Avionics Staffs.
• Workwear ordering and distribution.

Onboarding

• Create new employee file in Damstra and upload licenses.
• Assist in ASICs (Airside Photo Security Passes) applications.

General Office

• Reception, filing, ordering office supplies, and petty cash reconciliations.
• Arrange and make bookings for Interstate and International deliveries between job sites and offices.

This job description should not be limited to these activities. Should you show resolve and interest & competence in other project management activities being completed through project works, then your role within Avionics can grow.