Office Manager Wanted

Melboune Winary; Melbourne; Presencial; AUD 60.000 - 90.000; Tempo integral

Resumo da vaga

Melbourne Winery on Flinders Lane is seeking an Office Manager to coordinate reservations, function enquiries, invoices and staff administration. Working with the Director and venue managers, you will maintain records, manage office resources and ensure accurate, timely communications across the venue.

The role requires initiative, sound judgement and the ability to handle multiple priorities during busy trading and events.

Qualificações

• Demonstrated experience managing office or administrative functions, preferably within hospitality or events.
• Qualification in business administration or management, or substantial practical experience.
• Experience supervising staff and coordinating workloads.
• Strong organisational skills and ability to prioritise bookings, invoices and payroll data.
• Familiar with spreadsheets, email and reservations or accounting platforms.

Responsabilidades

• Plan and manage daily office operations, establish administrative priorities and service standards.
• Allocate workloads, supervise staff and provide training.
• Oversee booking and event enquiries, confirmations, amendments and cancellations.
• Manage quotations, booking agreements, deposits and invoices.
• Coordinate information flow between office, venue management, kitchen and service teams.
• Investigate and resolve booking discrepancies and payment queries.
• Manage office accounts and financial records, including customer payments and supplier invoices.
• Coordinate recruitment, onboarding, leave records and payroll information.
• Maintain organised files with confidentiality and access controls.
• Liaise with accountants and technology providers to resolve issues.
• Organise office supplies and monitor purchasing within budgets.
• Maintain safety procedures and compliance with legislation.
• Prepare management reports on bookings, payments and staffing.
• Review recurring problems and improve booking processes and internal communication.

Formação

Business administration / management qualification

Ferramentas

Spreadsheets

Booking systems

Accounting software

Descrição da vaga

About Melbourne Winery

Located on Flinders Lane in the heart of Melbourne’s CBD, Melbourne Winery brings together restaurant dining, cellar-door experiences, wine tastings and a range of private and corporate functions. Our venue includes several dining and event spaces that accommodate intimate gatherings, business lunches, private celebrations, and larger events, alongside wine sales through our cellar door and online store.

This varied operation requires an active and well-organised office function. Restaurant reservations, function enquiries, event agreements, customer payments, supplier correspondence and staff administration all need to be coordinated accurately and promptly. With different teams and customer requirements involved, clear communication and reliable administrative systems are essential to keeping the business running smoothly.

We are seeking an Office Manager to take responsibility for the organisation and performance of these office functions. Working closely with the Director and venue managers, you will oversee administrative workflows and personnel, maintain business records, coordinate office resources and resolve issues affecting bookings, accounts and internal administration. The position requires initiative, sound judgement and the ability to manage several priorities while maintaining consistent standards.

Key tasks and duties

• Plan and manage daily office operations, establish administrative priorities and service standards, and review procedures to improve efficiency, accuracy and accountability.
• Allocate administrative workloads, office resources and equipment; supervise staff undertaking office duties, monitor performance and provide guidance and training.
• Oversee administrative systems for restaurant reservations, private functions and corporate bookings, ensuring enquiries, confirmations, amendments and cancellations are handled consistently.
• Manage function documentation, including quotations, booking agreements, guest requirements, deposits, invoices and payment follow-up, ensuring current information reaches the relevant venue teams.
• Coordinate the flow of booking and event information between the office, venue management, kitchen and service teams, maintaining clear records of agreed arrangements and changes.
• Investigate and resolve booking discrepancies, scheduling conflicts, payment queries and administrative complaints, liaising with the relevant staff and escalating matters when necessary.
• Manage office accounts and financial records, including customer payments, supplier invoices and purchasing documentation, and coordinate supporting information with the accountant or bookkeeper.
• Coordinate personnel administration, including recruitment arrangements, onboarding, leave records, timesheet verification, payroll information, training schedules and performance review documentation.
• Maintain organised customer, supplier, employee and business files, with appropriate confidentiality, access controls and document retention procedures.
• Liaise with accountants, technology providers and other professional advisers to resolve financial, software and administrative issues affecting office operations.
• Organise office supplies, equipment, software access and maintenance; monitor administrative expenditure and coordinate purchasing within approved budgets.
• Maintain office safety procedures and ensure administrative activities comply with applicable legislation, business policies and recordkeeping requirements.
• Prepare reports for management on upcoming bookings, outstanding enquiries, payments, administrative workloads and staffing matters, identifying issues requiring action.
• Review recurring administrative problems and introduce practical improvements to booking processes, internal communication, recordkeeping and office service delivery.

Skills and experience required

• Demonstrated experience managing office or administrative functions, preferably within hospitality, events, tourism or another business with varied customer and operational demands.
• A relevant qualification in business administration, management or a related discipline, or substantial practical experience performing comparable responsibilities.
• Experience supervising staff, allocating work, monitoring performance and maintaining consistent administrative standards.
• Strong organisational skills, including the ability to prioritise competing deadlines and coordinate bookings, financial documentation and staff administration.
• Experience managing customer and supplier records, invoices, payment follow-up and information required for bookkeeping or accounting.
• Confidence using spreadsheets, email, document management systems and business software, with the ability to learn reservation, event booking and accounting platforms.
• An understanding of personnel administration, including onboarding, timesheets, leave records, and preparing accurate payroll information.
• Clear written and verbal communication skills, with the ability to liaise professionally with customers, suppliers, colleagues and external advisers.
• Practical problem-solving skills and sound judgement when handling booking changes, conflicting information, customer concerns and administrative errors.
• Strong attention to detail when reviewing agreements, booking instructions, financial records and confidential employee information.
• Ability to work independently, follow matters through to completion, and keep management informed of issues requiring decisions.
• A proactive approach to improving office procedures and maintaining dependable administrative support during busy trading and event periods.