About the Business

We are a well-established joinery and fit-out business delivering high-quality

commercial, residential, architectural, and shopfitting projects across Melbourne. With

a team of approximately 15 employees, we are seeking a highly organized and

proactive Office Manager to oversee administration, manage enquiries.

Purpose of the Role

To manage the day-to-day administration and office operations of the business,

ensuring efficient systems, accurate financial processes, and professional

communication with clients/prospects, suppliers, and staff. The role plays a critical

part in keeping the business organized, responsive, and running smoothly.

Key Responsibilities

Reception & Client Communication

 Act as the main point of contact for all incoming calls, emails, online enquiries

and visitors

 Manage and direct enquiries to the appropriate team members

 Follow up calls, emails, and client/supplier queries in a timely and

professional manner

 Maintain strong communication with clients, builders, and suppliers

 Ensure all enquiries are tracked and responded to promptly

Office Administration

 Manage general office operations and administration

 Maintain filing systems, records, and documentation

 Order and manage o􀆯ice supplies and consumables

 Provide administrative support to management and team members

 Ensure smooth day-to-day running of the office

Finance & Administration Support

 Prepare and issue customer invoices

 Assist with accounts receivable follow-ups

 Support accounts payable processing

 Liaise with bookkeeper / accountant where required

 Maintain accurate financial and administrative records

Payroll & Time Management

 Process weekly / fortnightly payroll, as required

 Collect, review, and manage employee timesheets

 Track attendance, leave, and entitlements

 Maintain employee records and HR administration, as required

Procurement & Purchasing

 Raise and manage purchase orders

 Support ordering of materials, consumables, and hardware

 Liaise with suppliers to ensure pricing, availability, and delivery

 Track and follow up orders to ensure timely supply

 Support project and estimating teams with procurement needs

Systems & Compliance

 Maintain company systems and administrative processes

 Support WHS documentation and compliance records

 Assist with policy and procedure documentation

 Identify opportunities to improve office systems and efficiency

Key Skills & Experience

Required

 Experience in office management, administration, or similar role

 Strong organizational and multitasking skills

 Experience with invoicing (and payroll, preferred)

 Strong communication and customer service skills

 High attention to detail and accuracy

 Proficiency with systems such as ERP systems, Xero, MYOB, or similar

Highly Regarded

 Experience in joinery, construction, manufacturing or trade-based business

 Experience in procurement or supplier coordination

 Familiarity with job costing or project-based environments

Personal Attributes

 Professional, friendly, and confident communicator

 Highly organized and dependable

 Proactive and able to take ownership

 Strong problem-solving mindset

 Able to prioritize and manage multiple tasks

 Team-oriented and supportive across all departments

This role will commence ASAP and salary will be negotiated based on skills/experience relevant to this role.

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