Office Manager

Gallagher Jeffs Pty Limited; Melbourne; On-site; AUD 85,000 - 100,000; Full time

Job summary

Gallagher Jeffs is seeking an experienced Office Manager for our Melbourne CBD office. You will oversee day-to-day operations, provide admin support to Directors and project teams, and coordinate office events and BD activities.

The role requires strong organisational skills, attention to detail, and the ability to manage competing priorities in a busy professional services environment.

Qualifications

• Experience supporting office operations in professional services.
• Proven ability to manage multiple priorities with accuracy.
• Excellent written and verbal communication skills.
• Proficient with Microsoft 365 and business administration systems.

Responsibilities

• Diary management and reception duties.
• Admin support to Directors and project teams.
• Office procurement and facilities coordination.
• Coordination of BD/marketing activities and events.
• Staff onboarding and training coordination.
• IT support liaison and data entry (CRM HubSpot).
• Prepare meeting rooms, organise catering, and events.

Skills

Organisational skills

Time management

Written & verbal communication

Microsoft 365

Discretion & professionalism

Education

None

Tools

HubSpot

Job description

Gallagher Jeffs | Melbourne CBD | Full Time

About Gallagher Jeffs

Gallagher Jeffs is an independent, Australian-owned project management and advisory consultancy with offices in Melbourne, Sydney and Brisbane.

Established in 1990, we provide project management and advisory services across a diverse range of property and construction sectors, working with private developers, institutional clients and government organisations.

Our business is built on strong client relationships, experienced people and a practical approach to project delivery.

About the Role

We are seeking an experienced and organised Office Manager to join our Melbourne team, based at 80 Collins Street.

The role is responsible for managing the day-to-day operations of our Melbourne office and providing administrative support to our Directors and project teams.

Working across office management, business administration and team coordination, you will play an important role in ensuring the office operates efficiently and our people are supported in their day-to-day activities.

This is a hands-on position requiring strong organisational skills, attention to detail and the ability to manage competing priorities within a busy professional services environment.

Key Responsibilities

General Secretarial and Office Tasks

Diary management

Answer Reception telephone, meet & greet visitors & set up meeting rooms

Manage all office supplies (kitchen / stationery, etc).

Arrange catering for meetings / internal events

Setup and clean-up of meeting rooms

Kitchen: Maintaining (incl. loading and unloading dishwashers) & restocking of supplies

Manage office suppliers: eg. water filter, coffee machine, cleaners, photocopiers, Essential Services Maintenance, etc.

Ensuring general cleanliness of office (incl. annual cleaning of floors, regular fridge clean-outs, etc.)

Organise in-house Office events (eg. casual drinks / birthday cakes for staff / footy tipping / Melbourne Cup Sweep etc)

First Aid Officer (training can be arranged)

Fire warden - attend meetings & assist with drills, as required

Administration Support

General project management team administrative support:

Staff onboarding

Arrange training / seminars for staff when required and maintain Training Register

IT Management: assist staff with IT / equipment resolution (Note: Off-site IT help-desk available)

Support accounts with data entry

Assist with CRM (Hubspot) data entry and updates

Assist in QA and OHS manual updates, in particular with preparation for audits

Assist PM’s & marketing with project file set-up & planned time entry updates on PM management platform

Attend team meetings, minute, and follow up actions

General senior team support as required

Data entry and updating of business contacts and opportunities

Coordination and organisation of BD and Marketing activities

Facilitate and record minutes of BD meetings and follow up on actions

Scheduling of client meetings as required including bookings

Develop and manage client events register (1 year lookahead)

Support with coordination of client events (internal/external)

About You

We are looking for an organised and reliable individual with experience supporting the operations of a professional office.

The successful candidate will demonstrate:

Previous experience in office management, office coordination or a similar role.

Strong organisational and time management skills, with the ability to prioritise competing requirements.

Excellent written and verbal communication skills.

A high level of accuracy and attention to detail.

Confidence working with Microsoft 365 and business administration systems.

The ability to engage professionally with Directors, staff, clients and external suppliers.

Discretion when managing confidential business and staff information.

A proactive and flexible approach, with a willingness to support the broader team.

Experience within the property, construction or professional services sectors will be highly regarded.

Why Gallagher Jeffs

Gallagher Jeffs offers the opportunity to work within an established consultancy, supporting experienced project management professionals across a diverse portfolio of projects.

You will join a collaborative Melbourne team and take responsibility for the coordination and administration of our office operations, with exposure to a range of business functions.