Job Description
Melbourne | Full-Time, Office-Based | Monday to Friday
People Leadership | Business Improvement | Executive Support
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.
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.
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.
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.
About the Role
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.
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.
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.
Key Responsibilities
People Leadership and Performance
Lead, support and develop the Business Support team
Establish clear responsibilities, priorities and performance expectations
Allocate workloads and monitor deadlines, quality and completion
Conduct team meetings, one-on-one reviews and performance discussions
Coach employees and identify training and development requirements
Address underperformance, accountability and communication concerns promptly
Support recruitment, onboarding, probation reviews and employee development
Build a positive, professional and accountable team culture
Provide clear direction during busy or challenging periods
Business Operations and Improvement
Oversee daily Business Support workflows and priorities
Review and improve internal systems, procedures and reporting
Ensure processes are documented, communicated and consistently followed
Identify operational gaps, risks, inefficiencies and outstanding actions
Work with managers to implement practical business improvements
Maintain accurate and current information across Monday.com and other systems




Monitor commitments and ensure actions are followed through to completion
Support the implementation of new systems and business initiatives
Finance and Commercial Coordination
Oversee the administrative workflows supporting finance and commercial operations
Monitor quotations, purchase orders, job orders, approvals and invoicing
Support month-end processes and management reporting
Ensure financial records and supporting documentation are complete and accurate
Coordinate outstanding information and approvals across Finance, Operations and Business Support
Assist the CEO with commercial reporting and business performance information
Identify process breakdowns that may affect invoicing, cash flow or client delivery
Client Success
Monitor client feedback, service requests and outstanding commitments
Support the preparation of client reports, contract reviews and meeting documentation
Communicate professionally and confidently with clients when required
Ensure client concerns and agreed actions are assigned, monitored and completed
Support senior managers with client communication and relationship management
Report emerging client risks or service concerns to the CEO
Help maintain a consistent and professional client experience
Compliance and Governance
Monitor the company's compliance obligations and supporting documentation
Ensure required licences, certifications, registers and records remain current
Support internal and external audits
Coordinate quality, safety, environmental and workplace compliance actions
Ensure corrective actions are assigned and completed within required timeframes
Maintain accurate policies, procedures and supporting evidence
Escalate significant risks or non-compliance matters to the CEO
CEO and Senior Management Support
Work directly with the CEO to coordinate business priorities
Support communication and accountability across senior managers and departments
Prepare management reports, meeting agendas, action plans and business updates
Record and follow up decisions arising from leadership meetings
Provide the CEO with clear, accurate and timely information
Anticipate issues and ensure important matters do not remain unresolved
Handle confidential and sensitive information with complete discretion
Act as a dependable link between the CEO, senior managers and support teams




What We're Looking For
Proven experience leading an administration, business support, shared-services or operational team
Demonstrated people-management experience, including delegation, coaching, accountability and performance management
Confidence addressing underperformance and difficult workplace matters
Experience improving systems, procedures and team workflows
Strong commercial awareness and an understanding of how business functions work together
Exposure to finance administration, invoicing, reporting or commercial processes
Robust written and verbal communication skills
Confidence communicating with clients, employees and senior leaders
Excellent organisation and the ability to manage competing priorities
A proactive and solutions-focused approach
Strong attention to detail and a commitment to accurate reporting
The ability to identify gaps, recommend improvements and implement change
Confidence learning new systems and adapting as the position develops
Professionalism, resilience, reliability and discretion
Experience with Monday.com, MYOB, Microsoft Office or similar business platforms will be highly regarded.
Experience in cleaning, facilities management, construction, labour hire or another service-based and multi-site business would be advantageous but is not essential.
The Right Person
You are an experienced people leader who knows how to bring clarity, structure and accountability to a busy team.
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.
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.
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.
What We Offer
A senior and trusted position reporting directly to the CEO
The opportunity to lead and develop an important business function
Genuine input into the structure and future direction of the role
Broad exposure across people, finance, clients, compliance and operations
The opportunity to improve systems and influence how the business operates
A hardworking, high‐energy and growth‐focused setting
Professional development and future career progression
Full‐time, Monday‐to‐Friday employment based in Melbourne
Opportunities to travel across Australia to visit clients and employees

📌 Business Operations Manager (Victoria)
🏢 seek.com.au
📍 Victoria