Job Description

Melbourne | Full time, Office-Based | Monday to Friday

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People Leadership | Business Improvement | Executive Support

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A growing national cleaning and facility services company is seeking an experienced Business Operations Manager to lead its Business Support team and work directly with the CEO.

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This is a newly created and evolving senior role requiring a confident people leader who can bring structure, accountability and consistency to a busy, fast-moving business.

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The successful candidate will manage the day-to-day performance of the Business Support team, improve internal processes and ensure priorities, deadlines and management actions are followed through to completion.

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This is not a traditional Executive Assistant or purely administrative position. It is a hands‐on leadership and business operations role for someone who can manage people, solve problems and take genuine ownership of outcomes.

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About the Role

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Reporting directly to the CEO, you will lead the Business Support function and help coordinate the systems, processes and reporting that support the wider organisation.

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Your primary responsibility will be people leadership. You will ensure team members understand their responsibilities, have clear priorities and are held accountable for delivering accurate and timely work.

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You will also work across finance administration, client success, compliance, reporting and senior management coordination. As the role continues to develop, you will work closely with the CEO to identify what the business needs and build the structure required to support its continued growth.

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Key Responsibilities

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People Leadership and Performance

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- Lead, support and develop the Business Support team
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- Establish clear responsibilities, priorities and performance expectations
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- Allocate workloads and monitor deadlines, quality and completion
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- Conduct team meetings, one-on-one reviews and performance discussions
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- Coach employees and identify training and development requirements
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- Address underperformance, accountability and communication concerns promptly
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- Support recruitment, onboarding, probation reviews and employee development
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- Build a positive, professional and accountable team culture
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- Provide transparent direction during busy or challenging periods
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Business Operations and Improvement

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- Oversee daily Business Support workflows and priorities
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- Review and improve internal systems, procedures and reporting
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- Ensure processes are documented, communicated and consistently followed
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- Identify operational gaps, risks, inefficiencies and outstanding actions
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- Work with managers to implement practical business improvements
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- Maintain accurate and current information across Monday.com and other systems
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- Monitor commitments and ensure actions are followed through to completion
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- Support the implementation of new systems and business initiatives
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Finance and Commercial Coordination

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- Oversee the administrative workflows supporting finance and commercial operations
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- Monitor quotations, purchase orders, job orders, approvals and invoicing
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- Support month-end processes and management reporting
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- Ensure financial records and supporting documentation are complete and accurate
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- Coordinate outstanding information and approvals across Finance, Operations and Business Support
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- Assist the CEO with commercial reporting and business performance information
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- Identify process breakdowns that may affect invoicing, cash flow or client delivery
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Client Success

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- Monitor client feedback, service requests and outstanding commitments
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- Support the preparation of client reports, contract reviews and meeting documentation
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- Communicate professionally and confidently with clients when required
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- Ensure client concerns and agreed actions are assigned, monitored and completed
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- Support senior managers with client communication and relationship management
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- Report emerging client risks or service concerns to the CEO
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- Help maintain a consistent and professional client experience
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Compliance and Governance

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- Monitor the company's compliance obligations and supporting documentation
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- Ensure required licences, certifications, registers and records remain current
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- Support internal and external audits
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- Coordinate quality, safety, environmental and workplace compliance actions
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- Ensure corrective actions are assigned and completed within required timeframes
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- Maintain accurate policies, procedures and supporting evidence
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- Escalate significant risks or non-compliance matters to the CEO
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CEO and Senior Management Support

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- Work directly with the CEO to coordinate business priorities
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- Support communication and accountability across senior managers and departments
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- Prepare management reports, meeting agendas, action plans and business updates
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- Record and follow up decisions arising from leadership meetings
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- Provide the CEO with clear, accurate and timely information
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- Anticipate issues and ensure important matters do not remain unresolved
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- Handle confidential and sensitive information with complete discretion
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- Act as a dependable link between the CEO,



senior managers and support teams
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What We're Looking For

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- Proven experience leading an administration, business support, shared-services or operational team
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- Demonstrated people-management experience, including delegation, coaching, accountability and performance management
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- Confidence addressing underperformance and difficult workplace matters
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- Experience improving systems, procedures and team workflows
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- Strong commercial awareness and an understanding of how business functions work together
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- Exposure to finance administration, invoicing, reporting or commercial processes
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- Strong written and verbal communication skills
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- Confidence communicating with clients, employees and senior leaders
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- Excellent organisation and the ability to manage competing priorities
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- A proactive and solutions-focused approach
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- Strong attention to detail and a commitment to accurate reporting
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- The ability to identify gaps, recommend improvements and implement change
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- Confidence learning new systems and adapting as the position develops
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- Professionalism, resilience, reliability and discretion
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Experience with Monday.com, MYOB, Microsoft Office or similar business platforms will be highly regarded.

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Experience in cleaning, facilities management, construction, labour hire or another service-based and multi-site business would be advantageous but is not essential.

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The Right Person

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You are an experienced people leader who knows how to bring clarity, structure and accountability to a busy team.

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You are comfortable working alongside a hands‐on, fast‐paced CEO and can adapt when priorities change without losing control of deadlines or follow‐up actions.

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You do not wait to be told about every issue. You identify what needs attention, take ownership and keep the right people informed. You know when to make a decision, when to involve others and when a matter must be escalated.

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You may not have previously managed every function included in this position. What matters most is your ability to lead people, improve the way work is managed and ensure commitments are delivered.

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What We Offer

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- A senior and trusted position reporting directly to the CEO
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- The opportunity to lead and develop an significant business function
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- Genuine input into the structure and future direction of the role
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- Broad exposure across people, finance, clients, compliance and operations
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- The opportunity to improve systems and influence how the business operates
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- A hardworking, high‐energy and growth‐focused environment
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- Career development and future career progression
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- Full‐time, Monday‐to‐Friday employment based in Melbourne
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- Opportunities to travel across Australia to visit clients and employees
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📌 Business Operations Manager (Victoria)
🏢 seek.com.au
📍 Victoria