Office Manager

3 weeks ago

Melbourne, Victoria, Australia Labour Support Group Full time
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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