Job Description
We are supporting our client, a highly regarded Sydney-based architectural practice specialising in high-end residential projects, in the search for an experienced PT Office Manager. This role will act as the central coordination point across finance, administration and facilities management.
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This is a part-time position of 30 hours per week and is fully office-based.
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Roles and Responsibilities
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Monitor staff timesheet submissions to ensure accurate capture of billable hours.
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Generate and issue monthly client invoices, including timesheets, deliverables, disbursements and fee summaries.
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Maintain billing reports and track client payments.
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Manage accounts receivable, debtor follow-up and payment collections.
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Recommend appropriate action on overdue accounts, including debt recovery strategies where required.
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Review and process accounts payable.
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Maintain and reconcile Xero accounting records to support accurate reporting and cash flow management.
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Prepare monthly management reports, including profit and loss and cash flow reporting.
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Reconcile company credit cards and allocate project-related expenses.
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Prepare information for BAS and IAS submissions in conjunction with external accountants.
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Coordinate payroll administration, including staff leave records, salary updates and payroll processing.
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Support annual tax, FBT and year-end financial requirements.
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Practice Administration
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Manage incoming client enquiries and qualify prospective opportunities.
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Coordinate initial consultations and director appointments.
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Prepare fee proposals and engagement documentation using approved templates.
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Manage client onboarding and collection of commencement fees.
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Provide administrative and telephone support to clients.
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Manage annual fee reviews and client communication regarding rate changes.
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Business Administration
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Manage renewals and administration of professional indemnity, public liability and office contents insurance policies.
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Liaise with insurance brokers and assist with claims management.
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Administer software licences, subscriptions and professional memberships.
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Manage relationships with outsourced providers and technology vendors.
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Review and coordinate hardware purchases, software requirements and telecommunications services.
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Manage office equipment leasing arrangements and service contracts.
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Facilities, Landlord and Tenant Coordination
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Act as the primary point of contact for landlords, property managers and building management.
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Coordinate building maintenance issues and vendor services.
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Manage tenant and sub-tenant relationships, including invoicing and communications.
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Coordinate tenant onboarding, security access and building compliance requirements.
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Monitor lease obligations and assist with lease renewal processes.
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Human Resources and Office Operations
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Prepare employment agreements and support recruitment activities.
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Coordinate onboarding and offboarding processes.
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Arrange workstation setup, technology access and software provisioning for new team members.
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Maintain office filing systems and document management processes.
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Manage office supplies, stationery and kitchen inventory.
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Coordinate document releases and records management.
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Assist with engaging external skilled advisers and service providers.
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Undertake general office management duties to support the smooth running of the practice.
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Marketing and Communications
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Coordinate relationships with external marketing providers and consultants.
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Brief, review and manage marketing deliverables, contracts and invoices.
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Plan, create and publish social media content aligned with the practice brand.
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Coordinate website updates and marketing materials, including project submissions, capability statements and expressions of interest.
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Skills and Experience
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Demonstrated experience in an Office Manager or Practice Manager within a corporate environment.
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Previous experience within an architectural, engineering or design practice.
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Strong financial administration experience, including the use of Xero or similar accounting software.
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Working knowledge of accounts receivable, accounts payable, payroll coordination, BAS and IAS preparation, and cash flow management.
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Experience managing time-based billing, invoicing and debtor management.
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Proven ability to manage external service providers and vendor relationships.
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Experience negotiating supplier contracts and service agreements.
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Ability to develop and manage professional social media content.
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Familiarity with Australian Institute of Architects (AIA) standards and industry practices.
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Experience administering commercial leases, subleases or tenancy arrangements.
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Experience using AI tools to improve business administration or operational efficiency
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📌 Pt Office Managerjust Posted! (New South Wales)
🏢 Bespoke Careers
📍 New South Wales