OFFICE MANAGER
Xenia Constructions (QLD) Pty Ltd — Bowen Hills, Brisbane QLD
Full Time
About Us
Xenia Constructions is a boutique construction, fit-out and refurbishment company operating across Queensland and New South Wales. We deliver high-quality construction, fit-out and minor works solutions across the commercial, industrial, retail and hospitality sectors.
We are seeking an experienced Office Manager to take carriage of the administrative function of our Queensland office.
About the Role
Reporting to senior management, the Office Manager is responsible for organising and controlling the administrative systems, services and personnel of the Queensland office. This is a stand-alone management position with responsibility for the office administration function as a whole.
This is a stand-alone management position with responsibility for the office administration function as a whole. You will work closely with senior management, project teams, clients, subcontractors and suppliers to ensure our office operates efficiently and professionally while providing exceptional administrative support across the business.
Key Responsibilities
Office Systems & Service Planning
- Contribute to the planning and review of office services across the Queensland business, setting priorities and establishing office service standards.
- Develop, implement and continuously improve administrative systems, procedures and workflows to enhance office efficiency.
- Ensure office administrative practices support the operational needs of the project delivery and construction teams.
Resource & Personnel Management
- Allocate human resources, office space and equipment across the administrative function.
- Coordinate personnel activities including recruitment, onboarding, inductions, training coordination and performance management for administrative staff
Records, Accounts & Reporting
- Manage the records and accounts of the office, including document control, registers, and administrative record-keeping systems.
- Oversee the office's financial administration, including invoice processing workflows, supplier accounts and expenditure monitoring, in liaison with the finance function.
- Prepare and maintain operational and administrative reports for senior management.
Stakeholder Liaison
- Liaise with senior management, project managers, contracts managers and other professionals to coordinate office business and facilitate resolution of administrative issues.
- Act as the senior administrative point of contact for clients, subcontractors, suppliers and external service providers.
Facilities, Equipment & Compliance
- Ensure office equipment, supplies and facilities are maintained and fit for purpose.
- Oversee supplier and service provider relationships for the office.
- Ensure office operations comply with workplace health and safety obligations.
- Ensure administrative practices comply with relevant government legislation, company policies and procedures.
About You
- Minimum one year of experience in an office management or equivalent senior administrative leadership role.
- A qualification at Diploma level or higher, ideally in business administration or management (or equivalent overseas qualification).
- Proven capability in developing and improving office systems and procedures.
- Strong organisational skills with the ability to manage competing priorities across a busy office.
- Confident communicator able to engage effectively with senior management, project teams and external stakeholders.
- Sound working knowledge of Microsoft Office and experience with document management and/or ERP systems.
- Experience in construction, industrial or project-based environments will be highly regarded.
What We Offer
- Annual base salary in the range of $80,000 to $100,000 plus superannuation to commensurate with skills and experience.
- Management role with direct reports and ownership of the office function.
- On-site team environment with an established and growing business.
Pay: $80,000.00 – $100,000.00 per year
Work Location: In person
