Office Manager

2 days ago

Forrestfield, Australia Innovent Engineering Group Pty Ltd Full time

As the Office Manager, you will play a crucial role in supporting the day-to-day operations of Innovent Engineering. The role involves managing administrative tasks, coordinating office activities and providing support to our teams to ensure a smooth and efficient work environment.

**Administrative Support and Office Management**
- Manage and coordinate all office operations, such as scheduling meetings, maintaining calendars and handling correspondence.
- Assist in onboarding new employees, including preparing and distributing onboarding documents, arranging training, coordinating mobilisation and business travel where required, setting up workstations, and ensuring all forms are completed appropriately.
- Key contact and liaison for supplier onboarding
- Liaise with maintenance services for any office repairs and general upkeep.
- Maintain and update employee records, ensuring confidentiality and compliance.
- Provide administrative support for various projects as required by the team or management.
- Understand the importance of adhering to budget, program, quality, OHS&E, contractual and legislative requirements and IEG Management systems, policies and procedures.

**Financial Administration**
- Assist in monitoring office budget tracking and reporting
- Preparing Project Billing and Account Receivable reporting
- Maintain the accounts’ payable function ensuring all invoices are input into the system with adequate supporting documentation
- The set up of Project within the accounting software
- Assist Project team with running of financial reports including project cost reports.
- Preparation of creditor payments runs
- Reconcile Credit Cards and review employee expense claims
- Assist with payroll function including timesheet entry and preparation of payroll files

**Communication and Coordination**
- Act as the primary point of contact for internal and external communications, ensuring effective flow of information.
- Coordinate travel arrangements and logistics for all staff attending site or client meetings.

**Team Support**
- Assist in organising company events, training sessions and team activities.
- Mentor and support administrative team members.
- Maintain Training Registers and ensuring compliance within the team
- Booking employee medicals for Site and Preemployment requirements

**Qualifications, Licenses & Experience**
- Bachelor’s degree in Business Administration or a related field is desirable.
- 3+ years’ experience in office management or administrative leadership, preferably in an engineering or technical environment.
- Proficiency in office software, such as Microsoft Office Suite.
- Valid driver’s licence.

**Skills & Knowledge**
- Excellent written and verbal communication skills and the ability to interact with a range of stakeholders.
- High level of accuracy and attention to detail.
- Strong ability to manage multiple tasks and prioritise effectively based on importance.
- Collaborative attitude with a focus on supporting others and fostering a positive office culture.

Pay: $70,000.00 - $80,000.00 per year

**Experience**:

- Administrative management: 3 years (preferred)

Work Location: In person

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