Office Manager

The Client VIITE Pty Ltd, trading as Victorian International Institute of Technical Education, is a registered organisation that with several campuses located across Australia.
The Role The position for hire is an Office Manager and will be for a full time basis set between $80,000 to $90,000 per annum, and will be based at their Melbourne CBD office.
The Responsibilities Manage day-to-day office activities at the Melbourne head office, while overseeing operations remotely for Gold Coast and Sydney campuses to ensure efficient workflow and timely task completion across all locations.
Supervise and support administrative staff, including receptionists, enrolment officers, and support teams, ensuring consistent service standards across campuses.
Oversee maintenance and accuracy of student records, enrolment data, attendance registers, and assessment submissions within the Student Management System (SMS).
Coordinate procurement, inventory management, and maintenance of office equipment and educational resources to support smooth campus operations.
Serve as a primary point of contact for student enquiries regarding administrative processes, course enrolments, and general campus operations.
Support trainers and assessors with administrative coordination including timetabling, room bookings, and resource allocation to facilitate effective training delivery.
Assist with staff recruitment, onboarding, induction, and ongoing professional development to build and maintain a high-performing administrative team across campuses.
Facilitate communication and coordination between academic staff, management, and students to ensure smooth operational flow.
Assist in preparing and managing office budgets for multiple campuses, monitoring expenditures and ensuring cost-effective use of resources.
Process invoices, payments, and coordinate billing and fee collection processes in accordance with student enrolment data and organisational financial policies.
Liaise with finance personnel to ensure accurate financial recordkeeping and compliance with funding and regulatory requirements.
Draft, review, and distribute official correspondence, reports, meeting minutes, policy documents, and administrative records for internal and external stakeholders.
Maintain and regularly update administrative policies and procedures, recommending improvements to increase office efficiency and consistency.
Provide operational and strategic reports to senior management, assisting in organisational planning and continuous improvement initiatives.
Organise and coordinate internal meetings, training workshops, professional development sessions, and staff capability building activities across campuses.
Manage internal communication channels including emails, newsletters, and staff announcements to ensure timely and effective information dissemination.
Develop and maintain positive relationships with external stakeholders such as education agents, service providers, and industry partners.
Develop and implement strategic operational plans that align Melbourne, Gold Coast, and Sydney campus activities with VIITE's overall business goals.
Lead cross-campus collaboration, setting performance benchmarks and KPIs to monitor operational effectiveness.
Champion continuous improvement and digital transformation projects, including upgrades to Student Management Systems (SMS) and CRM platforms, to optimise data management and service delivery.
Identify operational risks across all campuses and implement mitigation strategies to minimise impact on student experience and business operations.
Develop and test contingency and business continuity plans to ensure ongoing operations during emergencies or disruptions The Requirements A relevant Bachelor degree attained from a reputable university in area of Business management At least 4 years relevant working experience in a similar role as an office manager At least 4 years relevant working experience managing a team of office personnel At least 4 years proven experience in administration, office management, andoperations support At least 4 years experience in multi-site operations management, overseeing daily administrative, academic, and support functions across multiple campuses At least 4 years experience in strategic operational planning, including developing KPIs and monitoring cross-campus performance At least 4 years experience in implementing and optimising enterprise systems such as Student Management Systems (SMS) and CRM platforms At least 4 years experience in operational risk management, including developing mitigation strategies, business continuity plans, and contingency procedures for multi-campus Must have set up office administrative systems in a commercial setting before Must have experience with MYOB software Knowledge of office administrator responsibilities, systems and procedures Demonstrated proficiency in computer word processing, spreadsheet, and database applications (MS Excel and MS Outlook, in particular)Attention to detail and problem solving skills Strong organisational and planning skills in a fast-paced environment Demonstrated initiative and commitment to continuous improvement with a key focus on business and its people
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