Office Manager & Bid Coordinator

Ampersand; City of Melbourne; On-site; AUD 65,000 - 75,000; Full time

Job summary

Ampersand in Melbourne is seeking an experienced Office Manager / Bids Coordinator to join the team for a 6-month maternity cover. The role is full-time and onsite, focusing on keeping the Melbourne office running smoothly while supporting bids and administrative workflows.

You will report to the National Operations Manager, liaise with leadership, manage the front-of-house, facilities, events and bid-related administration.

Qualifications

• Previous experience in office management, office administration or a similar coordination role.
• Excellent organisational and time-management skills.
• Ability to manage multiple priorities and meet deadlines.
• Proactive and solutions-focused with strong communication skills.
• Experience in professional services or corporate environments is preferred.
• Strong MS Office skills; ability to learn new systems quickly.

Responsibilities

• Manage day-to-day operation of the Melbourne office.
• Be the first point of contact for clients, visitors and staff.
• Handle phones, mail, couriers and deliveries.
• Coordinate office supplies, stationery and facilities.
• Ensure meeting rooms and shared spaces are well maintained.
• Arrange catering for meetings and events.
• Support staff events and team activities.
• Assist Marketing with internal and client events.
• Provide admin and operational support to National Ops Manager and Melbourne leadership.
• Assist with fee proposals, tenders and bid-related administration.
• Support WHS processes and compliance.
• Lead ad hoc administrative and operational projects as required.

Skills

Office management

Bids coordination

Front-of-house

Event support

MS Office

Team collaboration

Canva familiarity

Tools

Canva

Job description

Office Manager / Bids Coordinator 6-Month Maternity Leave Cover

An established and highly regarded Australian professional services consultancy is seeking an organised, proactive and personable Office Manager / Bids Coordinator to join its Melbourne team on a 6-month fixed-term contract, providing maternity leave cover. There is potential for the contract to be extended for a further 6 months.

The Opportunity

This is a hands-on role for someone who enjoys being at the heart of a busy professional services environment and takes pride in keeping an office running smoothly.

Reporting to the National Operations Manager, you will work closely with the Melbourne leadership team and colleagues nationally, taking ownership of the day-to-day office environment while also providing administrative support to the broader business and bids function.

No two days will be exactly the same, making this an ideal opportunity for an experienced Office Manager or Senior Administrator who enjoys variety, responsibility and working with people.

Key Responsibilities

• Managing the day-to-day operation of the Melbourne office
• Acting as a professional and welcoming first point of contact for clients, visitors and staff
• Managing phones, incoming and outgoing mail, couriers and deliveries
• Coordinating office supplies, stationery, kitchen supplies and general facilities requirements
• Ensuring meeting rooms and shared spaces are maintained to a high standard
• Coordinating catering for meetings, functions and internal events
• Supporting staff events, workplace initiatives and team activities
• Working with the Marketing team to assist with internal and client-facing events
• Providing administrative and operational support to the National Operations Manager and Melbourne leadership team
• Assisting with fee proposals, tenders and other bid-related administration
• Supporting office WHS processes and general compliance requirements
• Taking ownership of ad hoc administrative and operational projects as required

About You

We are looking for someone who is highly organised, capable and enjoys being the person who makes sure everything runs smoothly.

You will ideally bring:

• Previous experience in office management, office administration or a similar coordination role
• Excellent organisational and time-management skills
• The ability to manage multiple priorities and competing deadlines
• A proactive, practical approach and the confidence to work independently
• Strong communication and interpersonal skills
• A professional, approachable and solutions-focused manner
• Experience working within a professional services or corporate environment
• Strong Microsoft Office skills and confidence picking up new systems
• Excellent attention to detail
• The ability to work collaboratively with colleagues across different teams and locations
• A willingness to take ownership and get involved across a broad range of responsibilities

Experience supporting bids, tenders or proposals will be advantageous, as will familiarity with Canva.

Why Join?

This is an excellent opportunity to join a well-established and growing professional services organisation and play a key role in supporting its Melbourne operation.

You will be joining a collaborative and professional team where your contribution will be highly visible and valued, with the opportunity to take ownership of the office and become an integral part of the wider business.

The role is full-time and based onsite in Melbourne.

If you are an experienced Office Manager or Administrator who is organised, personable and enjoys keeping a busy professional environment running smoothly, we'd love to hear from you.