Office Manager

Future Secure AI; Sydney; On-site; 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. The role is hands-on, serving as the single point of contact for facilities, vendors and workplace experience.

You will manage a hot-desking model, lead an upcoming office move, welcome visitors and ensure WHS compliance while maintaining supplies and smooth daily operations across 80 desks and 200 staff.

Qualifications

• Experienced in office management or facilities coordination.
• Strong vendor and stakeholder management capabilities.
• Comfortable working independently with minimal administrative support.

Responsibilities

• Serve as receptionist and first point of contact for visitors, clients and candidates.
• Lead coordination of an upcoming office move and vendor logistics, IT planning and furniture arrangements.
• Oversee day-to-day facilities operations for the Sydney office with a hot-desking model (80 desks, 200 headcount).
• Set up and optimize the hot desk booking system and monitor capacity/utilization data.
• Act as primary on-site facilities contact, resolving issues independently.
• Maintain WHS compliance, risk assessments, incident reporting and safety standards.
• Support planning and delivery of office events and logistics.

Skills

Office management

Facilities coordination

Vendor management

Stakeholder management

Data-driven

Reception & guest service

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 utilization 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 utilization 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 organizational skills and the judgment to prioritize competing demands.