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 effective 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 n
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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 n
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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 n
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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 n
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Support onboarding of current 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: n
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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 professional at all times
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Experienced in operations, practice management, or senior administration roles
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Skills & Experience: n
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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: n
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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