Office Manager

Overview:
Systems Planning and Analysis Australia Pty Ltd (SPA Australia) provides senior decision makers within the Australian Department of Defence with timely and objective assessments affecting their capability employment and investment strategies. Our team of former military professionals and operations research analysts integrate military expertise with advanced analytic methods - including force generation modeling, agent-based tactical simulations, and operational mission analyses - to deliver trusted decision support that directly contributes to national security outcomes.

SPA Australia is seeking an Office Manager on a full-time or part-time basis. We seek a proactive and experienced Facilities and Administration Officer to take ownership of day-to-day office operations and ensure a safe, functional, and welcoming environment for our people and visitors. Reporting to the Executive officer, you’ll manage a small team of both onshore and offshore staff, oversee the head office front-of-house operations, vendor coordination, compliance tasks, and support the office functions and ad hoc projects. This position is fully on site. #MC

**Responsibilities**:
You will play a pivotal role in managing day-to-day office operations while providing high-level customer service support to our staff, government clients, external stakeholders and our USA managers. Your work will directly contribute to the effective delivery of our business operations and our broader Organisational Ambition Plan. This role collaborates closely with the Executive Officer and team leads to deliver smooth business operations and create an exceptional workplace experience at our Brindabella Park office.

Responsibilities will include, but are not limited to:

- Act as the Fire and Disaster Prevention Officer, coordinating annual safety inspections, reporting, and emergency protocols.
- Lead and support the front-of-house and facilities team (onshore and offshore), ensuring smooth daily operations on site.
- Oversee reception, maintenance coordination, access control, and supply management to maintain an efficient and welcoming workplace.
- Liaise with external vendors for services, repairs, and event support, ensuring high service standards and value.
- Ensure compliance with safety and security protocols, including regular floor walks, incident reporting, and documentation.
- Manage ongoing facilities tasks including lease billing, office relocations, catering coordination, and compliance audits.
- Handle financial operations such as raising purchase requests, coding invoices, and managing supplier relationship.
- Coordinate travel bookings and accommodation, and support meeting logistics and corporate event preparation.
- Act as the key contact for employee support, responding to facilities-related issues promptly and professionally.
- Drive continuous improvement, supporting tech implementations, process optimisations, and change management initiatives.
- Serve as the Security Officer, managing access controls, security procedures, and ensuring full compliance with DISP (Defence Industry Security Program) requirements.

Qualifications:
**Required Qualifications**
- 5+ years' experience in office management, facilities, or security support within a corporate or professional services setting
- Advanced MS Office skills with the ability to produce high-quality documents and reports
- Strong organisational, time management, and multitasking abilities with mínimal supervision
- Excellent communication and interpersonal skills, with a customer-focused and professional approach
- Proven expertise in facilities operations, risk, project management, vendor coordination, and compliance
- Commercial acumen, with a focus on efficiency, reporting, and strategic alignment
- A collaborative team player with initiative and problem-solving ability
- Eligibility for an Australian Government Security Clearance (or current clearance preferred)