Office Manager

2 weeks ago

Australia Systems Planning & Analysis Full time

Join to apply for the
Office Manager
role at
Systems Planning & Analysis
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 to deliver trusted decision support that directly contributes to national security outcomes.
SPA Australia is seeking an
Office Manager
on a full-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.
Responsibilities
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 relationships.
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 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 minimal 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)
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
Industries
Defense and Space Manufacturing
Aviation and Aerospace Component Manufacturing
Armed Forces
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