Office Manager , Freemasons Victoria
Location: 288 Victoria Parade, East Melbourne VIC 3002
Employment Type: Permanent Full-Time
Work Arrangement: 5 Days Per Week In Office
Salary: $80,000 - $85,000 plus Superannuation
About Freemasons Victoria
Freemasons Victoria is one of Victoria's most respected membership-based organisations, supporting members, communities, and charitable initiatives across the state.
We are seeking an experienced, proactive, and highly organised Office Manager to oversee the day-to-day operations of our East Melbourne Head Office. This permanent full-time role is a key position within the organisation, providing executive support to the General Manager, managing office operations, coordinating events, leading system improvements, and ensuring the smooth running of administrative functions across the business.
The successful candidate will possess strong leadership, administration, technology, and event management experience, with proven expertise in iMIS, Power BI, Microsoft Teams, and digital business platforms.
About the Role
The Office Manager is responsible for the effective management of office operations, executive administration, event coordination, staff support, digital systems administration, and business process improvement. The role will lead the implementation and ongoing optimisation of the iMIS membership management system, provide training to staff and leaders, support executive governance processes, administer business systems, and drive operational efficiencies across the organisation.
Key Responsibilities
Office Operations & Administration
- Manage the day-to-day operations of the East Melbourne office.
- Contribute to planning office services, setting priorities, and establishing service standards.
- Develop and maintain office policies, procedures, and operational processes.
- Allocate and manage office resources including staff, workspace, equipment, and supplies.
- Oversee records management, document control, filing systems, and business administration practices.
- Manage office accounts, supplier relationships, procurement, and general office expenditure.
- Ensure the office environment is maintained to a professional and efficient standard.
Executive Support
- Provide high-level administrative and operational support to the General Manager.
- Coordinate Executive Leadership Team meetings, Board meetings, management meetings, and special committees.
- Prepare agendas, meeting papers, presentations, reports, minutes, action registers, and follow-up activities.
- Monitor and track executive tasks, projects, priorities, deadlines, and action items.
- Manage calendars, appointments, stakeholder communications, and travel arrangements on behalf of the General Manager.
- Support the delivery of strategic projects and organisational initiatives.
Systems & Technology Leadership
- Lead the implementation, administration, and continuous improvement of the iMIS membership management system.
- Deliver training programs and ongoing user support for staff, team leaders, managers, and key stakeholders.
- Implement, administer, and support a range of digital systems and productivity platforms, including Skedda, BoardPro, Trello, TryBooking, iMIS, Microsoft Teams, and Microsoft 365.
- Manage system configurations, user access, governance, security controls, data integrity, and platform enhancements.
- Act as the internal subject matter expert for business systems and technology platforms.
- Support organisational adoption and effective utilisation of Microsoft Teams and collaboration technologies.
- Develop, maintain, analyse, and present organisational dashboards and reports using Power BI.
- Work with internal stakeholders and external vendors to identify, implement, and continuously improve technology solutions that enhance operational efficiency and member services.
- Drive user adoption, training initiatives, and digital transformation projects across the organisation.
- Ensure business systems are maintained, documented, and aligned with organisational requirements and best practices.
Event Management
- Coordinate and manage organisational events, conferences, member functions, Annual Communications, leadership forums, training sessions, and special events.
- Plan and oversee all event logistics including venue bookings, catering, accommodation, travel arrangements, equipment, and supplier management.
- Manage event schedules, invitations, registrations, attendee communications, and event administration through platforms such as TryBooking.
- Work closely with the General Manager, internal stakeholders, volunteers, and external vendors to ensure successful event delivery.
- Prepare event agendas, presentations, briefing papers, meeting materials, and post-event reports.
- Coordinate on-site event management and ensure a professional experience for attendees and stakeholders.
- Monitor event budgets, contracts, and expenditure.
- Conduct post-event evaluations and identify opportunities for continuous improvement.
Staff Management & Team Coordination
- Coordinate office staff and administrative functions.
- Assign work, monitor performance, and assist managers in achieving operational objectives.
- Foster a positive, collaborative, and high-performing workplace culture.
- Provide guidance and support to team members regarding systems, processes, and office procedures.
Compliance, Governance & Risk
- Ensure compliance with Workplace Health and Safety (WHS) legislation and organisational policies.
- Support governance, risk management, compliance, and audit activities.
- Maintain confidentiality of organisational and member information.
- Liaise with internal and external stakeholders to resolve operational issues and improve business performance.
- Ensure adherence to relevant legislation, regulations, organisational standards, and best-practice governance requirements.
About You
To be successful in this role, you will demonstrate:
- Previous experience as an Office Manager, Executive Assistant, Operations Coordinator, Business Support Manager, or similar leadership role.
- Proven experience using and administering iMIS software.
- Demonstrated experience implementing software solutions and delivering training to staff, managers, and leaders.
- Experience administering digital platforms including Skedda, BoardPro, Trello, TryBooking, Microsoft Teams, and Microsoft 365.
- Advanced skills in Power BI, including dashboard creation, reporting, and data analysis.
- Strong knowledge of business systems administration, process improvement, and user adoption strategies.
- Experience coordinating corporate events, conferences, meetings, and stakeholder engagement activities.
- Exceptional organisational, planning, and time management skills.
- Strong written and verbal communication abilities.
- Excellent stakeholder management and relationship-building skills.
- High attention to detail and accuracy.
- Ability to manage multiple priorities and work autonomously.
- Professional, confidential, adaptable, and customer-focused approach.
Essential Requirements
- Minimum three years' experience in office management, executive administration, business operations, or a related role.
- Demonstrated experience with iMIS administration, implementation, and user training.
- Experience administering and supporting business systems including Skedda, BoardPro, Trello, TryBooking, Microsoft Teams, and Microsoft 365.
- Advanced proficiency in Power BI reporting and dashboard development.
- Event management, meeting coordination, and stakeholder engagement experience.
- Strong Microsoft Office Suite skills.
- Ability to work full-time from the East Melbourne office.
What We Offer
- Permanent ongoing full-time position.
- Competitive salary package of $80,000 - $85,000 plus Superannuation.
- Opportunity to work with a respected and established Victorian organisation.
- Diverse and engaging role encompassing office management, executive support, systems leadership, governance, and event coordination.
- Opportunity to lead digital system improvements and transformational initiatives.
- Supportive and collaborative workplace culture.
- Professional development opportunities.
- Convenient East Melbourne location.
How to Apply
Please submit your resume and a cover letter outlining your relevant experience and suitability for the role to: [email protected] . Applications will be reviewed as they are received.
Pay: $80,000.00 – $85,000.00 per year
Work Location: In person
