Office manager

HPE Project Services; Gold Coast City; On-site; AUD 90,000 - 120,000; Full time

Job summary

HPE Project Services seeks a capable finance and administration professional to manage financial operations and support executive needs at the Gold Coast office. You will ensure profitability, compliance, and organised workflows so engineers can focus on design and delivery.

You will oversee budgeting, reporting, payroll, and data integrity in Xero, while supporting HR, onboarding, and tender activities across projects.

Qualifications

• 3+ years in Finance/Administration within engineering, construction, or professional services.
• Proven ability to manage project accounting and interpret corporate financial reports.
• High-level competence with Xero, project management software, and advanced Excel.

Responsibilities

• Financial Administration: handle accounts payable/receivable and payroll tasks.
• Systems Management: maintain Xero data integrity and forecasting accuracy.
• Financial Reporting: consolidate data into dashboards for Directors.
• Office Management, HR support, and tender assistance to enable smooth operations.

Skills

Finance & Admin

Financial reporting

Xero

Excel

ERP systems

Tools

Xero

Project management software

Job description

HPE Project Services is a process engineering consultancy that provides design and project management services primarily in the food & beverage and fast-moving consumer goods manufacturing industries. It has offices in both Sydney and the Gold Coast. This role reports to the Managing Director.

Position Purpose

Reporting to the Managing Director, this role will own and execute all the supportive non-technical aspects of the company. This role bridges the gap between technical engineering delivery and corporate performance by optimising internal workflows, overseeing the financial health of the company, and providing strategic executive support to the Managing Director. Your goal is to ensure our engineers can focus on design and delivery while you ensure the company is profitable, compliant, and organised.

Required Skills & Experience

• Experience:3+ years in a Finance and/or Administration, ideally within an engineering, construction, or professional services firm.
• Financial Literacy:Proven ability to manage complex project accounting and interpret standard corporate financial reports
• Systems Proficiency:Demonstrates high-level competence in navigating and managing integrated business software (e.g. Xero), Project Management software) and advanced Excel (financial modelling).

Key Responsibilities

1. Financial Systems & Budgeting

• Financial Administration:Manage all accounts payable, accounts receivable, and payroll administration tasks.
• Systems Management:Oversee and maintain financial systems (Xero), ensuring data integrity and accurate forecasting.
• Financial Reporting:Consolidate financial and operational data into high-level dashboards for the Directors review.

2. Day-to-Day Business Functions

• Office Management:Oversee general admin, facilities, and business consumables.
• HR Support:Manage recruitment pipelines, onboarding for new engineers, and performance review cycles.
• Tender Support:Assist the team in developing tender applications for new business.

3. Operational Efficiency

• Resource Planning:Assist in workforce scheduling to ensure engineering staff are utilised effectively across active projects.
• Process Optimisation:Review and refine internal workflows (from lead generation to project close-out) to reduce bottlenecks. Develop process documentation to streamline workflows.

4. Executive Support

• Governance & Compliance:Ensure the company maintains all regulatory requirements, insurances, and engineering standards.
• Meeting Leadership:Lead the execution of action items from leadership sessions.

Key Performance Indicators (KPIs)

• Improvement in business financial cost control.
• Accuracy of financial forecasting vs. actuals.
• Reduction in operational overheads through process improvements.
• Successful delivery of the strategic initiatives.