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Office Manager

Date Posted: Dec 05, 2025
Yearly: $ 83,000 - $ 100,000
Job is expired

Job Detail

  • location_on
    Location Docklands, Victoria, Australia
  • desktop_windows
    Job Type: Full Time
  • schedule
    Shift: Full-time
  • analytics
    Career Level: Experienced Professional
  • group
    Positions: 1
  • calendar_view_day
    Experience: 2 years
  • male
    Gender: No Preference
  • school
    Degree: Masters
  • calendar_month
    Posted: 71d+ ago
  • calendar_month
    Job Post Expired: Jan 07, 2026

Job Description

The Office Manager oversees all office operations at the Docklands head office and provides administrative leadership across Mermaid Property Services’ facilities management contracts. This role plays a key part in ensuring operational efficiency, compliance accuracy, reporting standards, and effective coordination between office teams, site personnel, clients, contractors, and suppliers.

Key Responsibilities
Office Operations & Administration
  • Oversee daily office activities including reception, correspondence, and document control
  • Maintain structured filing systems for contracts, staff files, and compliance records
  • Manage visitor registers, asset logs, uniform records, and access control registers
Facilities & Contract Administration
  • Provide administrative support for job allocation processes
  • Coordinate subcontractor onboarding documentation and approvals
  • Prepare contract commencement documentation packs
  • Maintain active service contract files for cleaning, hygiene, and maintenance services
  • Assist with audit documentation and compliance reporting templates
Staff Coordination & Supervision
  • Supervise and support office administration staff
  • Allocate workloads and monitor task completion
  • Maintain staff rosters, leave records, and induction documentation
  • Support recruitment administration and onboarding processes
Compliance, WHS & Quality Systems
  • Maintain WHS documentation, registers, and training records
  • Manage incident and hazard reporting systems
  • Monitor contractor compliance including insurance and licensing
  • Assist with audits, corrective actions, and continuous improvement initiatives
Client & Stakeholder Engagement
  • Act as the primary administrative contact for clients, building managers, and operational teams
  • Coordinate documentation requirements, reporting timelines, and service communications
  • Prepare meeting minutes, service reports, and client correspondence
Accounts & Payroll Assistance
  • Process invoices, purchase orders, and supplier statements
  • Monitor office budgets and consumable expenses
  • Assist with payroll data collection, timesheets, and attendance reports
Procurement & Inventory Control
  • Maintain supplier databases and service agreements
  • Manage inventory for uniforms, PPE, stationery, and consumables
  • Ensure stock levels are monitored and purchase approvals are followed
Reporting & Executive Support
  • Prepare weekly operational and compliance reports
  • Draft professional business correspondence
  • Provide diary management, meeting coordination, and administrative support to senior management
Skills & Experience
  • Minimum 2–3 years’ experience in an Office Manager or Senior Administration role
  • Background in facilities management, cleaning, maintenance, security, or construction preferred
  • Strong compliance, documentation, and reporting capabilities
  • Advanced Microsoft Office skills
  • Excellent organisational, communication, and time-management abilities
  • Proven ability to work efficiently under pressure and meet deadlines

Benefits

  • Permanent full-time employment
  • Based at our Docklands head office
  • Competitive salary of $83,000 plus superannuation
  • Supportive and professional management team
  • Ongoing career progression opportunities
  • Secure position within a well-established property services company

Skills Required

Company Overview

Docklands, Victoria, Australia

Through MPS Integrated, Mermaid Property Services offers integrated property and facilities services covering cleaning, hygiene, maintenance coordination, and site support across Victoria’s commercial and institutional sectors.We are dedicated to exc... Read More

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