Office Manager Nightcliff, Darwin NT, Full Time, Admin/Office Vacancy Listing Dates 21/09/2026 to 19/10/2026 Please Quote Reference Number ***** Skilled Office Manager required Full time prospect Join D M Wellbeing Pty Ltd trading as Ahvana Warehouse Gym Studio About Ahvana Ahvana is a locally owned Warehouse Gym Studio in Nightcliff, Darwin.
We bring together functional strength, mobility, Pilates, yoga-inspired movement, boxing, breathwork, sound and restorative wellbeing practices in an inclusive community environment.
Our approach supports long-term health through purposeful movement, nervous-system resilience, recovery and connection.
Alongside our member services, Ahvana plans and delivers corporate wellbeing sessions, community programs, workshops and special events for workplaces, community organisations, government and partner organisations.
These services may be delivered at Ahvana, at client sites or at external venues across the Northern Territory.
About the Role The Office Manager is responsible for organising and controlling Ahvana's office administration, operational systems and administrative resources.
The role establishes priorities and service standards, coordinates office personnel and contractors, manages records and routine accounts administration, and ensures that the gym, studio, corporate programs, community wellbeing activities, workshops and events are supported by reliable systems and schedules.
This is a hands-on management position with accountability for coordinating people, information, facilities, suppliers and workflow across a varied service calendar.
The Office Manager works closely with the Directors and liaises with coaches, facilitators, instructors, professional advisers, clients, partner organisations and external service providers.
The position does not require the employee to personally design or facilitate fitness or wellbeing sessions.
Your responsibilities will include : Overseeing day-to-day office administration and operational support across the warehouse, gym, movement studio and external programs.
Establishing and maintaining efficient administrative processes, procedures, templates, schedules and workflows.
Coordinating corporate wellbeing services, community programs, workshops, events, sound experiences and partner activations from planning through to delivery.
Managing program and event logistics, including client requirements, schedules, facilitators, venues, equipment, travel, suppliers and operational deadlines.
Acting as a key administrative contact for clients,



community organisations, partners, facilitators, contractors and service providers.
Coordinating staff and contractor administration, including recruitment, onboarding, inductions, qualifications, licences, insurance, availability, leave and training records.
Managing staff, contractor and facilitator schedules to ensure appropriate coverage and continuity of services.
Supporting membership and client administration, including enquiries, bookings, onboarding, cancellations, introductory offers and member records.
Administering and improving booking, membership, CRM, communication and document-management systems, ensuring accurate and secure records.
Monitoring program readiness, outstanding actions, attendance, feedback, incidents and reporting requirements.
Managing office records, contracts, supplier documentation, personnel files, program records and routine financial administration.
Processing invoices, purchase documentation and routine expenditure, and providing information required by the bookkeeper and accountant.
Coordinating suppliers, contractors, professional advisers and service providers to resolve operational and administrative matters.
Monitoring office and program supplies, obtaining quotes and coordinating approved purchasing of equipment and resources.
Coordinating facilities, maintenance, cleaning, security, access and service-provider requirements across Ahvana's sites and spaces.
Supporting workplace health and safety, incident management, emergency procedures, contractor compliance and relevant licences and certifications.
Maintaining confidentiality and ensuring member, client, personnel, financial and business information is handled appropriately.
Preparing administrative and management reports and providing regular updates to the Directors on operational matters, budgets, programs and outstanding actions.
Identifying opportunities to improve processes, service standards and operational efficiency, escalating significant performance, safety, compliance or service issues to the Directors.
Qualifications and Experience : Diploma, Advanced Diploma, Associate Degree or higher qualification in Business Administration,



Management or a closely related field; or at least three years of relevant experience may substitute for the formal qualification.
Where experience is relied upon in place of a formal qualification, the applicant must demonstrate substantial and directly relevant experience in office management, business administration or a comparable operational management role.
Demonstrated experience planning and controlling office services, allocating work and resources, maintaining records and coordinating personnel.
Experience coordinating multiple calendars, service providers, programs, workshops or events, including budgets, logistics and documentation.
Experience with invoices, suppliers, routine accounts administration and preparation of operational reports.
Experience in a fitness, allied health, wellbeing, community services, events or membership-based environment is desirable but not essential.
Skills and Attributes : Strong organisational judgement and the ability to set priorities across competing operational deadlines.
Confident leadership and coordination skills, with the ability to assign work, follow up commitments and maintain service standards.
Clear written and verbal communication with members, corporate clients, community partners, staff and professional service providers.
High attention to detail and sound record-management, confidentiality and problem-solving practices.
Competence with booking, CRM, roster, document, spreadsheet and cloud-based business systems; experience with Mindbody or GoHighLevel is advantageous.
A practical, respectful and community-minded approach aligned with Ahvana's commitment to purposeful movement, wellbeing and inclusive service.
Why Join Ahvana?
: Take ownership of the systems that help a growing local gym, studio and wellbeing business operate well.
Coordinate meaningful services delivered to members, workplaces and communities across the Northern Territory.
Work closely with the founders and a multidisciplinary team of coaches, instructors and wellbeing facilitators.
Contribute to a welcoming organisation focused on long-term health, resilience, connection and community impact.
A salary of $78,000 - $80,000 per annum plus superannuation will be offered to the successful candidate.
How to Apply Please submit your CV and a cover letter outlining your relevant office-management experience, qualifications and examples of coordinating people, systems and multi-part programs or events.

📌 Office Manager (Australia)
🏢 Ahvana Warehouse Gym & Studio
📍 Australia