Job Description

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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, collaborative, and enthusiastic team, and this role is central to supporting both clients and staff while driving operational efficiency.

Key Responsibilities: Office Operations & Administration n

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- Oversee daily office functions to maintain a professional, organised, and efficient environment
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- Manage reception duties, greet clients, handle calls, and respond to general enquiries
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- Maintain office supplies, technology, and vendor relationships
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- Coordinate office maintenance, building access, and health & safety compliance
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- Manage inbound/outbound mail, document handling, scanning, and digital filing
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Client Experience & Support nn
- Serve as a first point of contact for clients, ensuring high-quality, timely communication
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- Support client onboarding and disengagement processes, including engagement letters, authority forms, and documentation
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- Schedule client appointments, coordinate meeting rooms, and manage follow-up communications
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- Assist with collection of client information for tax and accounting workflows
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Team & Workflow Support nn
- Coordinate internal administration processes for accountants, advisors, and partners
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- Assist with job creation, task tracking, and workflow monitoring using practice management software
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- Maintain compliance calendars (BAS, tax returns, ASIC deadlines, FBT) to ensure deadlines are met
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Practice Management & Systems nn
- Maintain CRM and practice management systems with accurate client and compliance data
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- Improve administrative processes and enhance operational efficiency
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- Assist with implementation of new technologies, automation initiatives, and internal procedures
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- Support document templates, policies,



and quality control standards
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- Manage offshore administrative resources
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HR, Culture & Events nn
- Support onboarding of new staff, including IT setup and induction packs
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- Coordinate training sessions, staff events, and wellbeing initiatives
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- Maintain HR records, leave schedules, and performance review calendars
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- 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
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- Participate in the annual overseas business conference in September
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Ideal Candidate: nn
- Proactive, self-directed, and solution-focused
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- Confident and approachable with clients
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- Reliable and committed to high standards of accuracy
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- Calm under pressure and skilled at all times
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- Experienced in operations, practice management, or senior administration roles
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Skills & Experience: nn
- Experience in professional services (accounting, legal, or financial services preferred)
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- Strong organisational and multitasking abilities
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- Excellent written and verbal communication skills
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- Proficiency in Microsoft 365 and modern office systems
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- Familiarity with practice management or accounting systems (e.g., Xero Practice Manager)
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- Knowledge of tax and accounting workflows (BAS, tax returns, ASIC lodgements)
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- Certificate or Diploma in Business Administration or similar (preferred but not essential)
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Why This Role is Attractive: nn
- Dynamic, hands-on role with autonomy to implement improvements
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- Central to maintaining smooth operations and exceptional client experiences
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- Opportunities to build strong relationships with clients and colleagues
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- Engaging office culture with regular social events and rewards
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- Participation in annual overseas business conference
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All communication is strictly confidential.

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Melbourne CBD, VIC, AU

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