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Office Manager

Date Posted: Dec 05, 2025
Yearly: $ 83,000 - $ 100,000
Job is expired

Job Detail

  • location_on
    Location Docklands, Victoria, Australia
  • desktop_windows
    Job Type: Full Time
  • schedule
    Shift: Full time
  • analytics
    Career Level: Experienced Professional
  • group
    Positions: 1
  • calendar_view_day
    Experience: 3 years
  • male
    Gender: No Preference
  • school
    Degree: Masters
  • calendar_month
    Posted: 138d+ ago
  • calendar_month
    Job Post Expired: Jan 07, 2026
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Job Description

The Office Manager is responsible for managing all office operations at the Docklands head office and providing administrative leadership across Mermaid Property Services’ facilities management contracts. The role ensures compliance, reporting accuracy, operational support and coordination between office staff, site teams, clients, contractors and suppliers. 

Key Responsibilities
Office Operations & Administration
  • Manage day-to-day Docklands office operations, reception, correspondence and document control
  • Maintain operational filing systems including contracts, staff records and compliance files
  • Maintain visitor, asset, uniform and access registers
Facilities & Contract Administration
  • Support job allocation administration
  • Coordinate subcontractor onboarding documentation
  • Prepare contract start-up documentation packs
  • Maintain contract service files for cleaning, hygiene and maintenance services
  • Assist with site audit templates and compliance reporting
Staff Supervision
  • Supervise office administration staff
  • Allocate and monitor daily and weekly tasks
  • Maintain staff schedules, leave records and induction files
  • Support recruitment administration and onboarding
Compliance, WHS & Quality
  • Maintain WHS and compliance documentation
  • Manage incident, hazard and training records
  • Maintain contractor insurance and licence documentation
  • Support audit preparation and continuous improvement processes
Client & Stakeholder Coordination
  • Liaise with clients, building managers, supervisors, cleaners and contractors
  • Coordinate documentation, reporting deadlines and service updates
  • Prepare meeting minutes and client reports
Accounts & Payroll Support
  • Process invoices, purchase orders and supplier statements
  • Manage office budgets and consumables
  • Assist with payroll timesheets and attendance reporting
Supplier & Procurement
  • Maintain supplier records and agreements
  • Control inventory for uniforms, PPE and office supplies
  • Monitor stock levels and purchase approvals
Reporting & Executive Support
  • Prepare weekly compliance and contractor reports
  • Draft business correspondence
  • Provide calendar and meeting support to senior management
 Skills & Experience
  • Minimum 2–3 years Office Manager / Administration Manager experience
  • Experience in facilities, cleaning, maintenance, security or construction preferred
  • Strong compliance and documentation control skills
  • High-level Microsoft Office proficiency
  • Excellent organisational and communication skills
  • Ability to manage deadlines and work under pressure

Benefits

  • Permanent full-time position
  • Docklands office location
  • Salary $83,000 + Superannuation
  • Supportive leadership team
  • Long-term career development opportunities
  • Stable role with an established property services organisation

Skills Required

Company Overview

Mermaid Property Services, through its related entity MPS Integrated, provides end-to-end property solutions including commercial cleaning, hygiene services, maintenance coordination, and facilities support for commercial and institutional clients ac... Read More

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Frequently Asked Questions

Role Overview & Responsibilities Qualifications & Role Requirements Compensation, Benefits & Growth Opportunities

The Office Manager oversees all office operations at the Docklands head office, ensuring smooth coordination between office staff, site teams, clients, contractors, and suppliers.

Key tasks include document control, contract filing, maintaining registers, processing invoices, assisting with payroll, and preparing compliance and client reports.

The manager coordinates subcontractor onboarding, maintains contract service files, supports audits, ensures WHS compliance, and monitors quality standards across all facilities.

Candidates should have 2–3 years of experience as an Office Manager or Administration Manager, ideally within property services, facilities management, cleaning, maintenance, or related industries.

Key skills include organisational ability, communication, documentation management, proficiency in Microsoft Office, supervising office staff, and ensuring compliance with operational procedures.

Employees work in a professional, structured, and collaborative office environment focused on high-quality service delivery, compliance, and coordination with clients, contractors, and internal teams.

The role offers $83,000 – $100,000 per year, plus superannuation, depending on experience and qualifications.

Permanent full-time employment, a supportive management team, structured processes, and opportunities for long-term career development within a reputable property services organisation.

Yes, high-performing Office Managers can progress into senior administrative, operational management, or facilities leadership roles, based on performance and skill development.
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