Office Manager
2 days ago
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
- 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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