Office Administration Manager

Office & Administration Manager

Willowtree Planning Pty Ltd

Are you an exceptional and organised office and administration manager with a knack for operational excellence? Do you enjoy driving seamless operations across multiple areas in a positive and collaborative environment? We're looking for a dedicated and experienced Office & Administration Manager to join our team and take our operations to the next level.

About Us

At the heart of Willowtree planning is a team of big thinkers with innovative ideas, backed up with the skills to deliver. With extensive experience in the private and public sectors, both in Australia and abroad, we've got the best in the business under our roof. We're friendly, accessible and fun to work with and we employ a fiercely proactive approach – an ownership over all we do that ensures that quality product and delivery is at the forefront of our business underpinned by our core values.

What are we looking for to strengthen our team?

In this role, you will oversee and manage various operational areas, including:

Team & Office Management

• Leading and reviewing the performance of virtual assistants (VAs).
• Overseeing office operations, including lease agreements, maintenance, and suppliers.

Sales Support

• Managing fee proposals, invoicing, and sales pipeline reports using WorkGuru and Xero

Systems & Process Optimisation

• Implementing and improving systems such as WorkGuru, Employment Hero, and CRM tools including Hub Spot.
• Providing ongoing training and support to staff across all operational systems including induction and onboarding of new staff.

Human Resources

• Drafting and managing employment agreements and onboarding processes.
• Ensuring compliance with HR policies and overseeing performance reviews including monthly and quarterly KPI tracking for staff.

Marketing & IT

• Managing updates to capability statements, social media, and corporate videos and website.
• Overseeing IT systems, equipment purchases, and relationships with IT providers.

Director Management (we have a team of 5 directors)

• Organising and managing board meetings, including agendas, minutes, and pre-meeting preparations.
• Supporting directors with fee proposals, legal documentation, and diary management.

Event Scheduling & Planning

• Coordinating client events, charity initiatives, and team activities.
• Managing internal and external meetings, including agenda-setting and minute-taking.

About You

We're seeking a candidate with:

• 5+ years experience in operations, executive assistance, or administration roles.
• Proficiency in tools such as WorkGuru, Employment Hero, Xero, and CRM systems.
• Exceptional organisational and prioritisation abilities.
• A problem-solving attitude and a passion for continuous improvement.
• Outstanding communication and interpersonal skills.

What We Offer

• A collaborative and supportive team environment.
• Opportunities for professional growth and development.
• A chance to make a tangible impact on our business operations.
• Competitive remuneration and benefits.
• Flexible Working including work from home Wednesdays.
• Best-in class learning and development and mentoring programs.
• Breakfast and lunch provided and unlimited barista coffee.
• Generous maternity / paternity leave policy.
• Staff wellness contribution per annum.

Why Join Us?

• Work with a collaborative, fast paced and forward-thinking team.
• Take on a role that offers autonomy and growth as well as personal development opportunities.
• Enjoy a supportive work environment with competitive remuneration and benefits.

If you'd like to be a part of a progressive, enthusiastic and confident team, please connect with us by registering your interest by submitting your CV along with a cover letter. We are keen to fill this role immediately and are reviewing applications as they come through.