Operations/Office Manager - Fire Protection Industry

Defend Fire is seeking a highly capable and organised Operations / Office Manager to support the day-to-day running and continued growth of our fire protection business.

This is a key leadership and coordination role, suited to someone who is intelligent, calm under pressure, highly proactive and able to keep people, priorities and processes moving efficiently. The successful candidate will work closely with the Director, office team and field staff to ensure the business operates smoothly, professionally and with strong communication across all areas.

We are looking for someone who can think clearly, solve problems quickly, prioritise competing demands and take ownership without needing to be closely managed. This role requires a confident leader who is also a strong team player — someone who can support others, improve systems, make sound decisions and bring structure to a fast-paced service environment.

Strong computer and software skills are essential. Experience with Uptick or similar job management software would be highly regarded, but more importantly, we are looking for someone who can learn systems quickly, identify opportunities for improvement and help drive better use of technology across the business.

About the Role

As Operations / Office Manager, you will be responsible for supporting daily operations, coordinating office functions, assisting management, and helping ensure service delivery, scheduling, administration, compliance and communication are carried out to a high standard.

You will be a central point of support for the Director, office staff and technicians in the field, helping to manage workflow, resolve issues, improve processes and ensure tasks are completed on time.

Key Responsibilities

- Support the Director with daily operational management, planning and priorities.
- Oversee office administration, workflow and internal processes.
- Assist with scheduling,



job coordination and communication between office and field staff.
- Support service, maintenance, inspection and testing operations within the fire protection industry.
- Monitor job progress, outstanding tasks, documentation and follow-up actions.
- Assist with customer communication, issue resolution and operational support.
- Work collaboratively with service coordinators, technicians, supervisors and management.
- Help manage competing priorities and respond to urgent matters appropriately.
- Support compliance, reporting and documentation requirements.
- Assist with staff coordination, team support and general leadership.
- Identify process improvements and help implement better systems and procedures.
- Use Uptick and other internal systems to support scheduling, reporting, compliance, invoicing, documentation and operational visibility.
- Help improve system use, reduce manual processes and create more efficient workflows.

About You

The ideal candidate will be highly organised, reliable and solutions-focused, with the ability to work autonomously and make sound decisions. You will be someone who can see the bigger picture while still paying close attention to detail.

You will have robust problem-solving skills, excellent time management and the ability to prioritise effectively when multiple tasks need attention at once. You will be comfortable working with a range of people, including directors, office staff, technicians, clients and suppliers.

You will also be confident using technology,



quick to learn current platforms and proactive in finding ways to improve how the business operates.

Skills and Attributes Required

- Exceptional organisational and time management skills.
- Strong problem-solving ability and sound judgement.
- Ability to think outside the box and find practical solutions.
- High level of initiative and ability to work autonomously.
- Calm, steady and professional under pressure.
- Excellent communication and interpersonal skills.
- Strong leadership ability with a collaborative, team-focused approach.
- Ability to prioritise competing demands and follow through.
- High attention to detail.
- Professional presentation and customer service skills.
- Excellent computer and software skills.
- Ability to quickly learn and confidently use job management systems.
- A proactive mindset toward innovation, automation and continuous improvement.
- Experience in the fire protection, construction, trades, service or compliance industry will be highly regarded.

Industry Experience

Experience in the fire protection industry would be an advantage, particularly in areas such as routine servicing, inspection and testing, technician scheduling, compliance documentation, client reporting, job management systems or service-based operations.

However, we are also open to candidates from other fast-paced service, trade, construction or technical industries who have the right attitude, intelligence, leadership ability, software capability and organisational skills.

What We Offer

- A key role within a respected and growing fire protection business.
- The opportunity to work closely with senior management.
- A varied role with genuine responsibility and influence.
- A supportive team environment.
- The ability to improve systems, processes and daily operations.
- Long-term career opportunity for the right person.
- Salary commensurate with experience.

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📌 Operations/Office Manager - Fire Protection Industry (Darwin)
🏢 Defend Fire Services
📍 Darwin