Office Manager (Work Location: Sydney, Australia)

Mindteck, Inc.; Sydney; On-site; AUD 70,000 - 100,000; Full time

Job summary

Mindteck, Inc. is seeking an Office Manager for our Sydney location. The role focuses on day-to-day operations, facilities oversight, safety compliance, and an outstanding employee experience.

You will coordinate with landlords, vendors, and regional teams to ensure a secure, efficient, and welcoming office environment while supporting business continuity and governance.

Qualifications

• 5+ years of progressive experience in Office Management or related field.
• Experience in multinational, technology, or fast-growing organizations preferred.
• Strong knowledge of local Australian workplace regulations and safety requirements.

Responsibilities

• Oversee daily office operations and create a welcoming workplace environment.
• Manage front-desk, reception, and visitor experiences for employees, clients, and partners.
• Act as primary point of contact for new hires and visitors; office ambassador.

Skills

Office management

Vendor management

Stakeholder management

Facilities coordination

Tools

Google Workspace

Slack

Zoom

ServiceNow

Job description

Find work that actually fits - with teams building things that matter

Office Manager (Work Location: Sydney, Australia)

Job Code: IN-250826-8042

Contract

Position Summary

We are looking for a proactive, highly organized, and service-oriented Office Manager to oversee the smooth day-to-day operations of our Sydney office.

The Office Manager will be responsible for workplace operations, facilities and vendor management, physical security, workplace safety, financial administration, employee experience, and office events. This role serves as the primary point of contact for office operations and facilities-related matters, working closely with local leadership, employees, vendors, landlords, building management, and regional/global teams.

The successful candidate will take ownership of creating an efficient, welcoming, inclusive, safe, and well-maintained workplace, while ensuring compliance with local regulations and corporate standards.

Location: Sydney, Australia

Mode: Contract (will provide IC from Mindteck Singapore)

Key Responsibilities

Oversee the daily operations of the office and maintain a welcoming, inclusive, and professional workplace environment.

Manage front-desk and reception operations, ensuring a positive experience for employees, visitors, clients, and partners.

Act as the primary point of contact for new hires and visitors and serve as an office ambassador.

Manage office supplies, mailroom operations, shipping and receiving, food and pantry services, equipment, amenities, and general office upkeep.

Ensure conference rooms, common areas, and shared spaces are clean, organized, functional, and ready for use.

Identify and address workplace issues proactively to ensure a high-quality employee experience.

Act as the primary liaison with landlords, building management, and facilities service providers.

Coordinate and manage external vendors, including cleaning, MEP, security, catering, facilities, and onsite support services.

Monitor vendor performance and ensure compliance with agreed SLAs and KPIs.

Support monthly vendor performance reviews and scorecard activities.

Build and maintain strong relationships with office and facilities vendors.

Review vendor quotations and support basic commercial negotiations before escalation to the Sourcing/Procurement team.

Coordinate with cafeteria and catering vendors on daily operations, service quality, employee feedback, and issue resolution.

Raise and track purchase requests and invoices through GraphiteConnect.

Maintain vendor contracts, Statements of Work (SOWs), service records, and related documentation.

Support internal and external audits as required.

Compliance, Safety & Documentation

Ensure compliance with applicable Australian workplace, building, fire safety, health and safety, and security regulations.

Maintain required workplace safety, facilities, and compliance documentation.

Maintain records required for applicable workplace safety and building certifications.

Support periodic compliance inspections and corrective action tracking.

Coordinate with building management and relevant authorities on workplace safety and compliance matters.

Support emergency preparedness programs, evacuation drills, and business continuity activities.

Physical Security

Act as the local Physical Security Single Point of Contact (SPOC), working closely with the Regional Security team.

Coordinate local security operations, security vendors, access control, incident response, and compliance with corporate security standards.

Maintain office security procedures and emergency response documentation.

Support access control, badge issuance and collection, visitor management, CCTV, and other physical security systems.

Maintain appropriate visitor logs and ensure access procedures are followed in accordance with company policies.

Respond to and coordinate security incidents, ensuring timely escalation, documentation, and reporting.

Support periodic security inspections, access reviews, and workplace security assessments.

Support security investigations, evidence collection, and corrective action tracking where required.

Liaise with local law enforcement, emergency services, landlords, and building management during security-related events.

Coordinate with building management and relevant teams during evacuation drills and emergency exercises.

Promote security awareness and support regional and global physical security initiatives.

Financial & Budget Management

Manage and monitor the local office operating budget.

Track site-level facilities, pantry, workplace, and vendor expenditure against approved budgets.

Identify and report budget variances and support local expense forecasting.

Manage corporate purchase orders, vendor invoices, cross-functional billing, and invoice matching.

Review vendor quotations, and support cost optimization initiatives.

Ensure expenses and procurement activities follow company policies and approval processes.

People & Culture

Partner with Talent Acquisition and hiring managers to support recruitment activities and ensure workspaces are prepared for new employees.

Coordinate onboarding-related workplace requirements and ensure new hires have a smooth first-day experience.

Partner with local leadership, HR, and Employee Resource Groups (ERGs) to organize:

Office events and celebrations

Small-scale training sessions

Community and culture initiatives

Promote a positive, inclusive, and collaborative workplace culture through responsive and high-quality workplace support.

Space, Projects & Cross-Functional Support

Organize and maintain conference rooms, training rooms, collaboration areas, and other shared spaces.

Support office expansion, relocation, layout optimization, and Moves, Adds & Changes (MAC) initiatives.

Assist regional project managers with workplace and facilities projects.

Collaborate with IT, AV, Logistics, Procurement, HR, Security, and other cross-functional teams to deliver seamless workplace services.

Identify opportunities to improve workplace operations, employee experience, efficiency, and cost effectiveness.

Lead or support ad hoc workplace, facilities, and operational improvement projects as required.

Experience & Qualifications

5+ years of progressive experience in Office Management, Workplace Services, Facilities Management, or a related field.

Experience working in a multinational, technology, corporate, or fast-growing organization is highly preferred.

Strong knowledge of local building management practices, facilities operations, vendor management, and workplace safety requirements in Australia.

Experience managing facilities vendors, service providers, budgets, contracts, and SLAs/KPIs.

Experience supporting physical security, emergency preparedness, workplace safety, and business continuity activities is preferred.

Technical Skills

Proficiency with modern workplace and collaboration tools such as:

Google Workspace / G Suite

Slack

Zoom

ServiceNow or similar ticketing/workplace management platforms

Basic financial, procurement, and expense management systems

Comfortable working with purchase orders, invoices, budgets, vendor contracts, and expense tracking.

Strong organizational and documentation skills.

Communication & Interpersonal Skills

Excellent written, verbal, and interpersonal communication skills.

Ability to communicate effectively with employees, executives, vendors, landlords, contractors, and regional/global stakeholders.

Strong vendor management and negotiation skills.

Ability to handle executive escalations professionally and discreetly.

Strong stakeholder management and cross-functional collaboration skills.

Personal Attributes

Highly proactive, self-motivated, and organized.

Strong ownership mindset with a "no task is too small" attitude.

Excellent attention to detail and ability to manage multiple priorities.

High emotional intelligence and strong interpersonal skills.

Calm, structured, and solution-oriented when handling ambiguity, incidents, or high-pressure situations.

Strong customer-service mindset with a genuine passion for creating an excellent workplace experience.

Demonstrated commitment to confidentiality, safety, compliance, and operational excellence.