Office Manager

We are a well-established joinery and fit-out business delivering high-quality

commercial, residential, architectural, and shopfitting projects across Melbourne. With

a team of approximately 15 employees, we are seeking a highly organized and

proactive Office Manager to oversee administration, manage enquiries.

Purpose of the Role

To manage the day-to-day administration and office operations of the business,

ensuring efficient systems, accurate financial processes, and professional

communication with clients/prospects, suppliers, and staff. The role plays a critical

part in keeping the business organized, responsive, and running smoothly.

Key Responsibilities

Reception & Client Communication

Act as the main point of contact for all incoming calls, emails, online enquiries

and visitors

Manage and direct enquiries to the appropriate team members

Follow up calls, emails, and client/supplier queries in a timely and

professional manner

Maintain strong communication with clients, builders, and suppliers

Ensure all enquiries are tracked and responded to promptly

Office Administration

Manage general office operations and administration

Maintain filing systems, records, and documentation

Order and manage oice supplies and consumables

Provide administrative support to management and team members

Ensure smooth day-to-day running of the office

Finance & Administration Support

Prepare and issue customer invoices

Assist with accounts receivable follow-ups

Liaise with bookkeeper / accountant where required

Maintain accurate financial and administrative records

Payroll & Time Management

Process weekly / fortnightly payroll, as required

Collect, review, and manage employee timesheets

Track attendance, leave, and entitlements

Maintain employee records and HR administration, as required

Procurement & Purchasing

Raise and manage purchase orders

Support ordering of materials, consumables, and hardware

Liaise with suppliers to ensure pricing, availability, and delivery

Track and follow up orders to ensure timely supply

Support project and estimating teams with procurement needs

Systems & Compliance

Maintain company systems and administrative processes

Support WHS documentation and compliance records

Assist with policy and procedure documentation

Identify opportunities to improve office systems and efficiency

Key Skills & Experience

Required

Experience in office management, administration, or similar role

Strong organizational and multitasking skills

Experience with invoicing (and payroll, preferred)

Strong communication and customer service skills

High attention to detail and accuracy

Proficiency with systems such as ERP systems, Xero, MYOB, or similar

Highly Regarded

Experience in joinery, construction, manufacturing or trade-based business

Experience in procurement or supplier coordination

Familiarity with job costing or project-based environments

Personal Attributes

Professional, friendly, and confident communicator

Highly organized and dependable

Proactive and able to take ownership

Strong problem-solving mindset

Able to prioritize and manage multiple tasks

Team-oriented and supportive across all departments

This role will commence ASAP and salary will be negotiated based on skills/experience relevant to this role.

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