Office Manager

Future Secure AI; Sydney; Hybrid; AUD 70,000 - 90,000; Full time

Job summary

Future Secure AI is seeking an Office Manager to be the operational backbone of our Sydney office. This hands-on role will be the single point of contact for facilities, vendors, and workplace experience in a hybrid, desk-sharing environment.

You will lead an upcoming office move, manage IT and furniture logistics, coordinate space and capacity planning, and ensure a welcoming first impression for visitors, clients, and candidates.

Qualifications

• Experience in office management or facilities operations.
• Experience leading an office move or large facilities project is highly regarded.
• Ability to work independently without a dedicated administrative team.
• Strong vendor and stakeholder management skills to resolve issues on the spot.
• Familiarity with desk booking or workplace management software, or willingness to learn quickly.
• Proactive, data-minded approach; monitor utilisation trends and flag risks early.
• Excellent interpersonal and communication skills for guest-facing moments.
• Strong organisational skills and ability to prioritise competing demands.

Responsibilities

• Serve as receptionist and first point of contact for guests, clients, and candidates.
• Lead coordination of an upcoming office move, including managing vendors, IT and furniture logistics, and timelines.
• Oversee day-to-day facilities operations for an 80-desk workspace supporting 200 staff in a hot-desking model.
• Set up and optimize the hot desk booking system for fair, efficient desk allocation.
• Monitor capacity trends and utilisation data, flag risks to leadership.
• Be the primary contact for facilities, vendor, and building management issues; resolve problems independently.
• Maintain office supplies and equipment; uphold workplace standards.
• Monitor Work Health and Safety compliance and coordinate incident reporting as needed.
• Support planning and delivery of office events, coordinating logistics and vendors.

Skills

Office management

Facilities coordination

Vendor management

Stakeholder management

Desk booking systems

Independent work

Job description

At Future Secure AI, we're building something genuinely new — and we're looking for people bold enough to build it with us. We work at the frontier of AI, tackling big, real-world problems for global enterprises across multiple industries, armed with state-of-the-art technology and a culture that prizes courage, rigor, and relentless curiosity. Our BRAVER values aren't just words on a wall — they describe the kind of people we are and the standard we hold ourselves to every day. Our leadership team is entrepreneurial, experienced, and accessible, with an open-door policy that means you'll never be just a number here. We invest seriously in your growth because we know our success depends on yours. If you're ready to work alongside some of the brightest minds in the industry, push into uncharted territory, and do work that genuinely matters, Future Secure AI is the place for you.

About the Role

FSAI is looking for an Office Manager to be the operational backbone of our Sydney office. This is a hands on role: you will be the single point of contact for everything related to facilities, vendors, and workplace experience.

Our Sydney office is built around a hot desking model, with 80 desks supporting a headcount of 200 across a hybrid workforce that moves in and out through the week. You will own the systems and judgment calls that keep that model working day to day, while also leading a major upcoming office move. You will also be the first face our visitors, clients, and candidates see when they walk through our doors, so this role plays a real part in the impression FSAI makes on everyone who visits.

Key Responsibilities

• Serve as receptionist and first point of contact for guest relations, welcoming visitors, clients, and candidates.
• Lead coordination of an upcoming office move relocation, including managing vendors and movers, planning IT and furniture logistics, building the project timeline, and keeping staff informed throughout.
• Serve as the sole on site Office Manager, overseeing day to day facilities operations for an 80 desks workspace supporting a headcount of 200 through a hot desking model.
• Set up, manage, and continuously optimize the hot desk booking system to ensure fair and efficient desk allocation, resolving capacity conflicts as staff usage fluctuates.
• Monitor office capacity trends and hotdesking utilisation data, flagging space or resourcing risks to leadership before they become disruptive.
• Act as the primary point of contact for all facilities, vendor, and building management issues, resolving problems independently.
• Maintain office supplies, equipment, and general workplace standards, prioritizing tasks to keep the office running smoothly.
• Take responsibility for Work Health and Safety (WHS) in the office, including maintaining compliance, managing risk assessments, and coordinating incident reporting as issues arise.
• Support the planning and delivery of office events as they come up, coordinating logistics, vendors, and on the day setup.
• Take on other duties as assigned.

What We're Looking For

• Prior experience in office management, facilities coordination, or workplace operations, ideally in a fast paced or scaling environment.
• Experience managing an office move or large scale facilities project is highly regarded.
• Comfort working independently and owning outcomes without an administrative team to lean on.
• Strong vendor and stakeholder management skills, with the confidence to resolve issues on the spot.
• Familiarity with desk booking or workplace management software, or a fast willingness to learn and optimize new systems.
• A proactive, data aware approach: comfortable monitoring utilisation trends and flagging risks before they become problems.
• Excellent interpersonal and communication skills, with a polished, professional presence for reception and guest facing moments.
• Strong organisational skills and the judgment to prioritise competing demands.

About the Company

At Future Secure AI, we're building something genuinely new — and we're looking for people bold enough to build it with us. We work at the frontier of AI, tackling big, real-world problems for global enterprises across multiple industries, armed with state-of-the-art technology and a culture that prizes courage, rigor, and relentless curiosity. Our BRAVER values aren't just words on a wall — they describe the kind of people we are and the standard we hold ourselves to every day. Our leadership team is entrepreneurial, experienced, and accessible, with an open-door policy that means you'll never be just a number here. We invest seriously in your growth because we know our success depends on yours. If you're ready to work alongside some of the brightest minds in the industry, push into uncharted territory, and do work that genuinely matters, Future Secure AI is the place for you.

About the Role

FSAI is looking for an Office Manager to be the operational backbone of our Sydney office. This is a hands on role: you will be the single point of contact for everything related to facilities, vendors, and workplace experience.

Our Sydney office is built around a hot desking model, with 80 desks supporting a headcount of 200 across a hybrid workforce that moves in and out through the week. You will own the systems and judgment calls that keep that model working day to day, while also leading a major upcoming office move. You will also be the first face our visitors, clients, and candidates see when they walk through our doors, so this role plays a real part in the impression FSAI makes on everyone who visits.

Key Responsibilities

• Serve as receptionist and first point of contact for guest relations, welcoming visitors, clients, and candidates.
• Lead coordination of an upcoming office move relocation, including managing vendors and movers, planning IT and furniture logistics, building the project timeline, and keeping staff informed throughout.
• Serve as the sole on site Office Manager, overseeing day to day facilities operations for an 80 desks workspace supporting a headcount of 200 through a hot desking model.
• Set up, manage, and continuously optimize the hot desk booking system to ensure fair and efficient desk allocation, resolving capacity conflicts as staff usage fluctuates.
• Monitor office capacity trends and hotdesking utilisation data, flagging space or resourcing risks to leadership before they become disruptive.
• Act as the primary point of contact for all facilities, vendor, and building management issues, resolving problems independently.
• Maintain office supplies, equipment, and general workplace standards, prioritizing tasks to keep the office running smoothly.
• Take responsibility for Work Health and Safety (WHS) in the office, including maintaining compliance, managing risk assessments, and coordinating incident reporting as issues arise.
• Support the planning and delivery of office events as they come up, coordinating logistics, vendors, and on the day setup.
• Take on other duties as assigned.

What We're Looking For

• Prior experience in office management, facilities coordination, or workplace operations, ideally in a fast paced or scaling environment.
• Experience managing an office move or large scale facilities project is highly regarded.
• Comfort working independently and owning outcomes without an administrative team to lean on.
• Strong vendor and stakeholder management skills, with the confidence to resolve issues on the spot.
• Familiarity with desk booking or workplace management software, or a fast willingness to learn and optimize new systems.
• A proactive, data aware approach: comfortable monitoring utilisation trends and flagging risks before they become problems.
• Excellent interpersonal and communication skills, with a polished, professional presence for reception and guest facing moments.
• Strong organisational skills and the judgment to prioritise competing demands.

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