Office Manager

Position Overview

The Office Manager is responsible for managing the administrative operations of the business and supporting the efficient delivery of cleaning and maintenance services. The role oversees office procedures, staff coordination, records management, compliance activities and resource allocation to ensure the smooth operation of the organisation. 

Key Duties & Responsibilities

• Plan, coordinate and review office administration procedures to support the delivery of commercial kitchen cleaning, exhaust system cleaning, grease removal and facility maintenance services across Victoria. 
• Coordinate daily work schedules, job allocations and service bookings for cleaning and maintenance teams attending client sites including commercial kitchens, aged care facilities, hotels, stadiums, arenas, warehouses and factories. 
• Allocate staff, company vehicles, equipment and operational resources to ensure efficient delivery of scheduled cleaning and maintenance services. 
• Monitor the performance of administrative staff and support operational supervisors in ensuring service schedules and client requirements are met. 
• Maintain and manage company records, including client service agreements, job schedules, employee records, timekeeping records, invoices, supplier accounts and compliance documentation. 
• Liaise with clients, contractors, suppliers and operational staff to coordinate service delivery, equipment maintenance schedules and the resolution of operational issues. 
• Coordinate administrative support for specialised maintenance activities, including kitchen exhaust cleaning, canopy cleaning, grease removal, roof exhaust fan servicing, filter replacement and equipment maintenance programmes. 
• Monitor inventory levels and arrange the purchase of cleaning chemicals, replacement filters, personal protective equipment (PPE), office supplies and other operational resources. 
• Ensure company vehicles, office equipment, communication systems and operational equipment are maintained and available to support business activities. 
• Ensure administrative and operational practices comply with workplace health and safety requirements, environmental regulations, company policies and relevant government legislation. 
• Coordinate recruitment, onboarding, training, timekeeping system administration, performance reviews and personnel records for office and operational employees. 
• Prepare operational reports, workforce schedules, service performance reports and business documentation to assist management in planning and decision-making

Qualifications and Skills 

• Diploma of Leadership and Management or a related management qualification. 
• Relevant experience of 1-2 years in office administration, office management or business operations. 
• Strong office administration and organisational skills. 
• Ability to coordinate staff, resources and business operations. 
• Experience managing records and timekeeping and administrative systems. 
• Strong communication and stakeholder management skills. 
• Knowledge of workplace health and safety requirements. 
• Ability to prioritise workloads and meet deadlines. 
• Proficiency in Microsoft Office and business administration software. 
• Strong problem-solving and leadership abilities.