A multi-disciplinary financial services firm in Hawthorn is seeking an Office Manager who thrives on taking initiative, thinking proactively, and keeping operations running smoothly.
The firm values a dynamic, team-oriented, and enthusiastic team, and this role is central to supporting both clients and staff while driving operational efficiency.
Key Responsibilities: Office Operations Administration Oversee daily office functions to maintain a professional, organised, and efficient environment Manage reception duties, greet clients, handle calls, and respond to general enquiries Maintain office supplies, technology, and vendor relationships Coordinate office maintenance, building access, and health safety compliance Manage inbound/outbound mail, document handling, scanning, and digital filing Client Experience Support Serve as a first point of contact for clients, ensuring high-quality, timely communication Support client onboarding and disengagement processes, including engagement letters, authority forms, and documentation Schedule client appointments, coordinate meeting rooms, and manage follow-up communications Assist with collection of client information for tax and accounting workflows Team Workflow Support Coordinate internal administration processes for accountants, advisors, and partners Assist with job creation, task tracking, and workflow monitoring using practice management software Maintain compliance calendars (BAS, tax returns, ASIC deadlines, FBT) to ensure deadlines are met Practice Management Systems Maintain CRM and practice management systems with accurate client and compliance data Improve administrative processes and enhance operational efficiency Assist with implementation of new technologies, automation initiatives, and internal procedures Support document templates, policies, and quality control standards Manage offshore administrative resources HR,



Culture Events Support onboarding of new staff, including IT setup and induction packs Coordinate training sessions, staff events, and wellbeing initiatives Maintain HR records, leave schedules, and performance review calendars Organise office celebrations, including EOFY and Christmas parties, ad hoc drinks, birthday celebrations, and a friendly budget competition where top three winners enjoy an overseas trip Participate in the annual overseas business conference in September Ideal Candidate: Proactive, self-directed, and solution-focused Confident and approachable with clients Reliable and committed to high standards of accuracy Calm under pressure and professional at all times Experienced in operations, practice management, or senior administration roles Skills Experience: Experience in professional services (accounting, legal, or financial services preferred) Strong organisational and multitasking abilities Excellent written and verbal communication skills Proficiency in Microsoft 365 and modern office systems Familiarity with practice management or accounting systems (e.g., Xero Practice Manager) Knowledge of tax and accounting workflows (BAS, tax returns, ASIC lodgements) Certificate or Diploma in Business Administration or similar (preferred but not essential) Why This Role is Attractive: Dynamic, hands-on role with autonomy to implement improvements Central to maintaining smooth operations and exceptional client experiences Opportunities to build strong relationships with clients and colleagues Engaging office culture with regular social events and rewards Participation in annual overseas business conference How to Apply: To apply for this role, please submit your resume below through the APPLY button.
Alternatively, you can call Alana Collins on ************** or email ****** for additional information.
All communication is strictly confidential.

📌 Office Manager - Dynamic - Proactive Role (Melbourne)
🏢 Engage Personnel
📍 Melbourne