Office Manager - Administration & Wholesale Support

Pasticceria Papa; Sydney; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Negotiable salary

Head Office exposure

Family-owned Australian business

Job summary

Papa Group is seeking an experienced Office Manager to oversee Head Office administration and wholesale support. This hands-on role requires coordinating daily office operations, handling invoicing, and supporting accounts and customer relationships across our wholesale network.

You will liaise with management, suppliers and customers, identify efficiencies, and contribute to ongoing operational improvements while maintaining confidentiality and strong discretion.

Qualifications

• 3+ years’ experience in office management or similar coordination role.
• Experience in wholesale, food, FMCG, or hospitality environment is highly regarded.
• Strong organisational skills and attention to detail.
• Excellent communication with customers, suppliers and internal teams.

Responsibilities

• Oversee day-to-day administration and organisation of Head Office.
• Coordinate general office processes and record keeping.
• Support wholesale administration and customer orders.
• Prepare invoices and basic accounts-related administration.
• Liaise with wholesale customers and suppliers.
• Assist with reporting and projects for operations.
• Maintain confidential information and assist with improvements.

Skills

Office management

Administration

Coordination

Wholesale

FMCG

Hospitality

Invoicing

Microsoft Office

Education

Certificate III/IV in Business

Diploma of Business

Accounting/Bookkeeping qualification

Tools

Microsoft Office

Job description

Office Manager - Administration & Wholesale Support

Job Title: Office Manager – Administration & Wholesale Support

Location: Five Dock, Sydney NSW

Employment Type: Full-Time

Salary: Negotiable - Depending on experience

Reports to: Business Operations Manager

Job Title: Office Manager – Administration & Wholesale Support

Location: Five Dock, Sydney NSW

Employment Type: Full-Time

Salary: Negotiable - Depending on experience

Reports to: Business Operations Manager

About Papa Group

Papa Group is a well-established, family-owned hospitality and food business with operations across retail, restaurants, production and wholesale.

We are looking for an experienced and highly organised Office Manager to oversee the smooth day-to-day operation of our Head Office and provide administrative support across our wholesale and broader business operations.

This is a hands‑on role suited to someone who enjoys taking ownership, keeping an office organised and working across administration, customers, suppliers, invoicing and internal business processes.

About the Role

Reporting directly to the Business Operations Manager, you will be responsible for coordinating the daily operation of Head Office and ensuring administrative processes are completed accurately, efficiently and on time.

You will act as an important point of coordination between management, wholesale customers, suppliers, accounts and other areas of the business.

Your responsibilities will include:

• Oversee the smooth day-to-day administration and organisation of Head Office
• Coordinate general office processes, documentation, correspondence and record keeping
• Support wholesale administration, including customer orders, account enquiries and related documentation
• Prepare and process invoices, credits and other basic accounts-related administration
• Liaise professionally with wholesale customers and suppliers
• Follow up outstanding information, documentation, orders and administrative matters
• Assist with customer account setup and maintenance
• Coordinate communication between Head Office, operations, production, wholesale and other departments
• Maintain accurate electronic and physical records
• Monitor office supplies and coordinate routine office requirements
• Identify administrative issues or inefficiencies and recommend practical improvements
• Assist the Business Operations Manager with reporting, projects and general operational administration
• Handle confidential and commercially sensitive information appropriately
• Support other reasonable administrative and operational requirements as needed

Authority & Decision-Making

We are looking for someone who can confidently take ownership of their responsibilities rather than requiring approval for every routine matter.

Within established company procedures, the Office Manager will be expected to independently manage routine administrative matters, prioritise daily office activities, respond to standard customer and supplier enquiries, coordinate documentation and resolve straightforward operational issues.

Matters involving significant expenditure, changes to commercial arrangements, pricing, customer credit terms, contracts, staffing decisions, major supplier commitments or other material business decisions will be escalated to the Business Operations Manager, depending on the circumstances.

About You

To be successful, you will ideally have:

• 3+ years’ experience in office management, administration or a similar coordination role
• Experience within a wholesale, food, FMCG, hospitality, distribution or related environment highly regarded
• Strong organisational skills with the ability to manage competing priorities
• Confidence communicating with customers, suppliers, managers and internal teams
• Good computer skills, including Microsoft Office and general business systems
• Strong attention to detail and accurate record keeping
• A practical, solutions‑focused approach to day‑to‑day problems
• The ability to work independently while knowing when matters need to be escalated
• Professional communication and a high level of discretion
• Experience with invoicing, accounts administration, customer accounts or accounts receivable/payable will be highly regarded
• Certificate III or IV in Business/Business Administration, Diploma of Business, Accounting/Bookkeeping qualification or similar is advantageous but not essential
• Full Australian working rights

What We Offer

• Negotiable (depending on experience)
• Full-time position within an established family-owned Australian business
• Varied role with exposure across administration, wholesale and business operations
• Opportunity to take genuine ownership of Head Office administration
• Support and direction from the Business Operations Manager and senior management
• Opportunity to grow with the business as the role develops

If you are an experienced Office Manager looking for a hands‑on role where you can take ownership of daily office operations and support a busy wholesale and hospitality business, we would like to hear from you.