Office Manager

Coogle Australia Pty Ltd; Perth; On-site; AUD 65,000 - 95,000; Full time

Job summary

Coogle Australia Pty Ltd trading as Coogle Air is recruiting an Office Manager to oversee office operations in Osborne Park, Perth WA. This full-time role focuses on coordinating administrative workflows for installation and service teams and ensuring timely handling of enquiries and documentation.

You will manage filing, communications, purchasing, and records, while supporting site managers and management with reports and efficiency improvements.

Qualifications

• Diploma or higher in a relevant field or substantial experience in office management.
• Proven ability to establish office procedures and manage competing priorities.
• Strong communication skills and experience liaising with customers, suppliers and management.
• Good attention to detail and experience maintaining accurate business and project records.
• Proficiency in Microsoft Office and experience with accounting, CRM or job management software.

Responsibilities

• Plan and manage daily office operations and administrative workflows.
• Develop and maintain office procedures for job registration, customer communications and documentation.
• Coordinate installation and service bookings with the Site Manager and team leads.
• Maintain accurate customer and project records including quotations, work orders and variations.
• Coordinate purchasing documents and delivery information with suppliers and warehouse staff.
• Review timesheets and invoices for completeness and escalate issues to management.
• Monitor office expenditure and arrange office supplies; propose efficiency improvements.
• Prepare reports for the General Manager on outstanding paperwork and operational needs.
• Coordinate administrative support with the associated company’s office team across businesses.
• Maintain personnel and training records, including licenses and insurance reminders.
• Handle escalated administrative enquiries and respond to customer concerns.

Skills

Strong communication

Attention to detail

Independent work

Time management

Liaising with customers and suppliers

Education

Diploma or higher

Tools

MS Office

CRM software

Job management software

Job description

Office Manager

Coogle Australia Pty Ltd trading as Coogle Air

Location: Osborne Park, Perth WA

Employment type: Full-time

Salary: $[insert range] per annum plus superannuation

About us

Coogle Air provides air conditioning installation, servicing and repairs for residential and commercial customers across Perth. Our team includes air conditioning mechanics, electricians, apprentices, site management and warehouse personnel.

We are seeking an experienced Office Manager to manage our office operations and ensure effective administrative support for our installation and service teams.

About the role

Reporting to the General Manager, you will organise office procedures, manage administrative workflows and coordinate information between customers, suppliers, field teams and the office personnel of our associated business.

Your responsibilities will include:

• Planning and managing daily office operations, setting administrative priorities and ensuring enquiries, documentation and outstanding matters are addressed promptly.
• Developing and maintaining office procedures for job registration, customer communications, purchasing requests, document control and job completion.
• Coordinating the administrative aspects of installation and service bookings with the Site Manager and leading hands, including confirming customer access, required documentation and schedule changes.
• Maintaining accurate customer and project records, including accepted quotations, work orders, variations, equipment details, warranties and completion documents.
• Coordinating purchasing documentation and delivery information with suppliers and warehouse personnel to support scheduled work.
• Reviewing timesheets, supplier invoices and job documentation for completeness and referring discrepancies to the relevant manager or accounts personnel.
• Monitoring office expenditure, arranging office supplies and services, and recommending improvements to administrative efficiency.
• Preparing reports for the General Manager on outstanding paperwork, administrative delays, customer issues and office operating requirements.
• Coordinating administrative support with the associated company’s office team and maintaining clear responsibilities and communication between the businesses.
• Maintaining personnel and training records, including trade licence, insurance and certification expiry reminders, in consultation with management.
• Managing escalated administrative enquiries and coordinating responses to customer concerns.

About you

You will have:

• Diploma qualification in relevant field or above or at least three years of relevant experience in office management or a comparable role with substantial responsibility for administrative operations.
• Demonstrated ability to establish office procedures, manage competing priorities and coordinate administrative workflows.
• Strong communication skills and experience liaising with customers, suppliers, tradespeople and management.
• Good attention to detail and experience maintaining accurate business and project records.
• Proficiency in Microsoft Office and experience using accounting, CRM or job management software.
• The ability to work independently, resolve administrative problems and handle confidential information appropriately.

Experience in air conditioning, construction, building services or another trade-based business will be highly regarded.