Office Manager

3 days ago

Newcastle, New South Wales, Australia Private Advertiser Full time $90,000 - $120,000 per year
Key Responsibilities
Executive Support & Administration
  • Manage a complex and dynamic diary, scheduling meetings, appointments, and travel arrangements.
  • Prepare meeting agendas, briefing papers, presentations, reports, and minutes.
  • Act as the first point of contact for all external communications and correspondence, handling information with the utmost confidentiality.
  • Coordinate corporate business functions, workshops, team events, and internal meetings.
  • Organise domestic and international travel, including detailed itineraries.
  • Draft and proofread correspondence, reports, and documents on behalf of the Managing Director.
  • Support the preparation of project documentation, ensuring accuracy and attention to detail.
Office Management
  • Oversee daily office operations, ensuring an efficient and professional workplace environment.
  • Manage office supplies, equipment, maintenance, catering, mail, and WHS compliance.
  • Coordinate staff inductions, training, and social or team-building events.
  • Support finance administration, including expense reconciliation, invoice processing, and contract or lease management.
  • Maintain office systems, records, and SharePoint folders to ensure effective communication and workflow across teams.
  • Liaise with IT providers and external contractors to ensure business continuity and system reliability.
  • Coordinating staff and subcontractor inductions and onboarding.
  • Managing equipment servicing, rego renewals etc.
  • Renewing company insurance policies.
  • Updating the company's Integrated Management System.
  • Reviewing subcontractor and supplier invoices.
  • Social media and advertising.
  • Drafting and issuing meeting minutes and agendas.
  • Data entry for project costing.
  • Support Project teams when required.

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