Office Manager

Gallagher Jeffs | Melbourne CBD | Full Time

About Gallagher Jeffs

Gallagher Jeffs is an independent, Australian-owned project management and advisory consultancy with offices in Melbourne, Sydney and Brisbane. Established in 1990, we provide project management and advisory services across a diverse range of property and construction sectors, working with private developers, institutional clients and government organisations.

Our business is built on strong client relationships, experienced people and a practical approach to project delivery.

About the Role

We are seeking an experienced and organised Office Manager to join our Melbourne team, based at 80 Collins Street. The role is responsible for managing the day-to-day operations of our Melbourne office and providing administrative support to our Directors and project teams.

Working across office management, business administration and team coordination, you will play an important role in ensuring the office operates efficiently and our people are supported in their day-to-day activities.

This is a hands-on position requiring strong organisational skills, attention to detail and the ability to manage competing priorities within a busy professional services environment.

Key Responsibilities

General Secretarial and Office Tasks

- Diary management
- Answer Reception telephone, meet & greet visitors & set up meeting rooms
- Mail: incoming & outgoing; couriers
- Manage all office supplies (kitchen / stationery, etc).
- Arrange catering for meetings / internal events
- Setup and clean-up of meeting rooms
- Kitchen: Maintaining (incl. loading and unloading dishwashers) & restocking of supplies




- Manage office suppliers: eg. water filter, coffee machine, cleaners, photocopiers, Essential Services Maintenance, etc.
- Ensuring general cleanliness of office (incl. annual cleaning of floors, regular fridge clean-outs, etc.)
- Organise staff social events
- Organise in-house Office events (eg. casual drinks / birthday cakes for staff / footy tipping / Melbourne Cup Sweep etc)
- First Aid Officer (training can be arranged)
- Fire warden – attend meetings & assist with drills, as required

Administration Support

- General project management team administrative support:
- Staff onboarding
- Arrange training / seminars for staff when required and maintain Training Register
- IT Management: assist staff with IT / equipment resolution (Note: Off-site IT help-desk available)
- Support accounts with data entry
- Assist with CRM (Hubspot) data entry and updates
- Assist in QA and OHS manual updates, in particular with preparation for audits
- Assist PM’s & marketing with project file set-up & planned time entry updates on PM management platform
- Attend team meetings, minute, and follow up actions
- General senior team support as required
- Data entry and updating of business contacts and opportunities




- Coordination and organisation of BD and Marketing activities
- Facilitate and record minutes of BD meetings and follow up on actions
- Scheduling of client meetings as required including bookings
- Develop and manage client events register (1 year lookahead)
- Support with coordination of client events (internal/external)

About You

We are looking for an organised and reliable individual with experience supporting the operations of a professional office. The successful candidate will demonstrate:
- Previous experience in office management, office coordination or a similar role.
- Strong organisational and time management skills, with the ability to prioritise competing requirements.
- Excellent written and verbal communication skills.
- A high level of accuracy and attention to detail.
- Confidence working with Microsoft 365 and business administration systems.
- The ability to engage professionally with Directors, staff, clients and external suppliers.
- Discretion when managing confidential business and staff information.
- A proactive and flexible approach, with a willingness to support the broader team.
- Experience within the property, construction or professional services sectors will be highly regarded.

Why Gallagher Jeffs

Gallagher Jeffs offers the opportunity to work within an established consultancy, supporting experienced project management professionals across a diverse portfolio of projects. You will join a cooperative Melbourne team and take responsibility for the coordination and administration of our office operations, with exposure to a range of business functions.

📌 Office Manager (Melbourne)
🏢 Gallagher Jeffs Pty
📍 Melbourne