Operations Manager

OPERATIONS MANAGER

This leading Australian architecture and interior design practice is renowned for delivering innovative, design-led solutions across residential, hospitality, commercial, heritage, and adaptive reuse projects. With studios in Sydney and Melbourne and a team of over 25 professionals, they balance creativity with commercial insight to create spaces that enrich communities and enhance

everyday life.

As part of their continued growth, they are now seeking an Operations Manager. This is a senior level role responsible for overseeing the financial, operational, and administrative functions of the architectural practice. Reporting directly to the Managing Director, the role involves managing business and personal finances, maintaining financial systems, coordinating payroll, processing accounts, and ensuring compliance with legal and tax obligations.

This position plays a key part in streamlining business processes and contributing to organisational strategies and decision-making. Beyond finance and operations, the role includes key responsibilities in client interaction, internal communication, and staff culture. The manager helps coordinate HR functions like onboarding, training, and performance reviews, as well as corporate events and marketing efforts.

A strong understanding of administrative systems, legal and insurance frameworks is essential, alongside advanced organisational, problem-solving, and communication skills. The role demands a proactive, highly organised individual with the ability to manage competing priorities in a fast-paced,

dynamic environment.

GENERAL OBJECTIVES

• Manage and oversee the operational and accounts of the practice.

• Respond to comment, instruction and direction from Managing Director.

• Maintain and encourage a positive job attitude.

• Work with staff to maintain a coherent and dynamic relationship that shares information.

• Manage time effectively.

KEY RESPONSIBILITIES

1. FINANCIAL

• Assistant accountant and bookkeeper with processing business and personal tax returns

• Familiarise and manage information relating to various trading entities and trusts for Directors Property and Business Portfolio

• Assist with managing the Managing Director personal finances (payment and tracking of payments paid by personal credit cards i.e. Annex, NAB Visa, St George Visa)

• Track company expenses and outgoings on a regular basis and implement cost control procedures when necessary

• Work in conjunction with the company bookkeeper to maintain records for Accounting, Legal and systems consultants, as required

• Manage and authorise all staff expenses and forward through to the company bookkeeper

• Oversee payroll process, checking that all staff payments have been set up correctly and that all expenses are accounted for (this must done 2 days prior to pay day 15" of the month)

• Review and process all Accounts Payables ensuring that invoices are addressed and paid from the correct entity for Business and Director properties

• Review Accounts Receivables — following the procedure for chasing late payments and process credit card payments when necessary

• Manage and maintain the Total Synergy database. This includes, but is not limited to;

o adding new projects, stages + tasks

o updating the backend financials, such as charge out rates, salary adjustments, and financial control (practice overhead and profit margin)

o Ensure that draft invoices are finalised in order to synch with Xero Track 'pre-billing' to ensure WIP is added to the deposit invoices

• Assist with generating company reports in Total Synergy and Xero;

• Ensure that all payment receipts are copied and sent through to the company bookkeeper

• Diarise credit card payments, key insurance dates

2. BUSINESS PROCESSES

• Manage the Director's timesheets in Total Synergy

• Be first point of call for inquiries to Managing Director (when they are unavailable) to provide maximum uninterrupted workspace.

• Assist with managing the Managing Directors property portfolio — filing important documentation, construction documentation, land tax reviews, processing of payments etc.

• Keep Director up to date with major dates and events of the key institutions and professional associations

• Assist with filing and general administrative duties, as required

• To work as part of the Management Team to contribute financial and operational expertise in the development and implementation of organisational strategies, policies, and practices

• Ensure accounts and legal obligations are met in conjunction with relevant consultants

• Assist with the co-ordination of staff training

• Take a lead in streamlining office systems and assist with the maintenance of office systems in consultation with other senior staff and internal consultants e.g. computers and software with BIM and CAD managers

• Assist in the completion and maintenance of the office templates and ensure changes in company policies are incorporated

• Maintain the company legal obligations in relation to insurances, contracts, changes in relevant government and other regulations and law, as required

• Coordinate additional staff training and awareness programs as agreed by management

3. CLIENT & COMMUNICATION

• Liaise with Clients as required & be aware of who Clients are

• Meet and greet Directors Clients, suppliers, and guests and attend to their needs according to SQA procedure (organise assistant/students to take coffee orders etc.)

• Develop and maintain a relationship with the Bank Manager and Legal, accounting and other professional consultants engaged by the Company

4. PEOPLE & CULTURE

• Maintain and implement HR and office policies including performance reviews, workers compensation claims and company immigration sponsorship

• Welcome new stall and provide them with a welcome kit, tax file document and other relevant forms, manual of policies and procedures, contracts, personal detail forms etc.

• Ensure they are aware of all policies including the privacy copyright and web/email policies. 

• Assist with publicity, PR and Marketing, submissions with Directors/Associate Directors as instructed

KNOWLEDGE & SKILLS

• Excellent organisational & communication skills,

• Strong time management and ability to prioritise tasks and work to deadlines.

• Developed administration skills

• High degree of understanding of current administration, financial and support practices

• Highly developed conceptual, problem solving and analytical skills

• Experience with financial software (typically Xero)

• Experience with database programs (typically Microsoft, Adobe)

REFERENCE: Emily Lodola #71146

If the above position appeals to you then please submit your CV to  and we'll be in touch. You may also wish to browse our website for other similar roles or call us to find about roles that may not be advertised. 

Bespoke Careers is a specialist recruitment agency dedicated to connecting jobseekers with employers in architecture and design. Set up by trained architects and designers with experience in practice - we really do understand our industry and care about the people who work within it. Established for over 10 years, we recruit for high-profile practices locally and internationally and have offices in London, Sydney, Melbourne, New York and Los Angeles. Bespoke Careers is acting as an Employment Agency in relation to this vacancy and is an Equal Opportunities Employer. By applying to this role, you agree to our Privacy Policy.

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Emily Lodola