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Administrative Manager

2 weeks ago

Melbourne, Victoria, Australia beBeeStrategic Full time $80,000 - $90,000
Administrative Manager Role Overview

The Administrative Manager role at our organisation requires a highly skilled and experienced professional to oversee day-to-day administrative activities, supervise administrative staff, and ensure smooth operations across multiple locations.

Key Responsibilities:

  • Manage daily administrative activities, including supervising receptionists, enrolment officers, and support teams.
  • 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.
  • 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.
  • Assist with staff recruitment, onboarding, induction, and ongoing professional development to build and maintain a high-performing administrative team.
  • Facilitate communication and coordination between academic staff, management, and students to ensure smooth operational flow.
  • Assist in preparing and managing budgets, 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 campus activities with the organisation'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.

Requirements:

  • A relevant Bachelor degree attained from a reputable university in area of Business administration.
  • At least 4 years relevant working experience in a similar role as an administrative manager.
  • At least 4 years relevant working experience managing a team of administrative personnel.
  • At least 4 years proven experience in administration, office management, and operations 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 administrative 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.

Benefits:

As an employee of our organisation, you will enjoy a range of benefits including competitive salary, comprehensive training and professional development opportunities, and a supportive work environment.