Office Manager (Operations & Facilities)

Adept Services Pty Ltd; City of Melbourne; On-site; AUD 80,000 - 85,000; Full time

Job summary

Adept Services Pty Ltd is seeking an experienced Office Manager to oversee operations and facilities across multiple Melbourne sites. You will lead a frontline workforce, coordinate recruitment, payroll, and service delivery to meet client expectations and safety standards.

The role requires hands-on management, strong client-facing skills, and a Diploma in Business/Management/IT or related field. Australian work rights are required; the position is full-time based in Melbourne.

Qualifications

• Minimum one year as office Manager in operations of building and cleaning facilities management, ideally in commercial cleaning.
• Diploma in Business, Management, IT or related field required.
• Experience rostering a frontline workforce including supervisors and subcontractors.
• Strong client-facing skills with confidence handling complaints and urgent requests.
• Working knowledge of payroll administration, timesheets and budgeting/cost control.
• Familiarity with WHS, workplace compliance and incident reporting requirements.
• Excellent organisation and communication skills; ability to prioritise under pressure.
• Current Australian work rights required.

Responsibilities

• Oversee day-to-day operations across multiple commercial client sites, ensuring services meet scope, quality and safety standards.
• Manage cleaning and facilities-related services, including maintenance coordination, pest control, waste, grounds and other services.
• Conduct site inspections, audits, and assign corrective actions; verify completion.
• Act as key client contact, attend meetings and manage expectations.
• Coordinate recruitment, onboarding, inductions and ongoing staff training.
• Prepare rosters, arrange replacement coverage and allocate labour per site and budgets.
• Support invoicing, budgets, labour-cost monitoring and cost-control activities.
• Coordinate procurement of chemicals, supplies and equipment; ensure compliance and safety.

Skills

Office management

People management

Payroll

Scheduling

Client liaison

WHS compliance

Budgeting

Communication

Organisation

Problem solving

Education

Diploma in Business/Management/IT or related field

Tools

Job description

Office Manager (Operations & Facilities)

Office Manager (Operations & Facilities)

Adept Services Pty Ltd | Melbourne, VIC | Full-time

About Us

Adept Services is a Melbourne-based corporate facility services provider. We deliver commercial cleaning and integrated facilities services to clients across multiple sites. We are looking for an organised, hands-on Office Manager to keep our operations running smoothly and our clients happy.

The Role

You will be the link between our office, our site teams and our clients. You will oversee daily operations across multiple commercial sites, lead our workforce, and make sure every service is delivered to the agreed scope, quality and safety standards.

Key Responsibilities

• Operations & Service Delivery
• Oversee day-to-day operations across multiple commercial client sites, ensuring contracted services meet agreed scope, quality and safety standards
• Manage commercial cleaning and facilities-related services, including building maintenance coordination, pest control, waste management, grounds and landscaping support, and other integrated service requirements
• Conduct site inspections and quality audits, identify service deficiencies, assign corrective actions and verify completion
• Act as a key client contact, attend client meetings and manage service expectations
• Respond to complaints, urgent requests and changing operational requirements
• Manage supervisors, cleaners, facilities personnel and subcontractors, ensuring adequate staffing and service continuity
• Prepare rosters, organise replacement coverage and allocate labour according to site needs and budgets
• Coordinate recruitment, onboarding, site inductions, practical training, toolbox talks and ongoing performance management
• Coordinate personnel activities including hiring, promotions, performance management, payroll, training and supervision
• Prepare incident reports, corrective and preventive action records, checklists, training records and other compliance documentation
• Ensure work complies with relevant government legislation, policies and procedures
• Coordinate payroll and timesheet information, attendance records and fortnightly payroll administration
• Support invoicing, operational budgets, labour-cost monitoring, profitability and cost-control activities
• Manage procurement and distribution of chemicals, consumables, equipment, machinery, uniforms and other operational supplies
• Contribute to the planning and review of office services, and set priorities and service standards for the office
• Liaise with professionals and suppliers to coordinate office business and resolve problems

About You

• A minimum of one year of proven experience as an office Manager in operations of building and cleaning facilities management ideally within commercial cleaning
• Minimum Qualifications: A Diploma in Business, Management, Information Technology or a related field is required.
• Experience leading and rostering a frontline workforce, including supervisors and subcontractors
• Strong client-facing skills, with confidence handling complaints and urgent requests
• Working knowledge of payroll administration, timesheets and basic budgeting or cost control
• Familiarity with WHS, workplace compliance and incident reporting requirements
• Excellent organisation, communication and problem-solving skills, and the ability to prioritise under pressure
• Current Australian work rights are required

What We Offer

• Salary range, e.g. $80,000 – $85,000 + superannuation
• A varied, hands-on role with real responsibility
• Supportive team and opportunities for growth