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
Oversee daily office functions to maintain a professional, organised, and effective 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
All communication is strictly confidential.
Melbourne CBD, VIC, AU
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📌 Office Manager - Dynamic - Proactive Role (Melbourne)
🏢 Engage Personnel
📍 Melbourne