Office Manager

An exciting opportunity has become available for an experienced and highly organised office manager to join our growing mechanical engineering company.

We are seeking a motivated, proactive and detail-oriented individual who can take responsibility for overseeing our day-to-day office operation, managing administrative processes and supporting the smooth and efficient running of our business.

The role oversees office systems, administrative resources, documentation, compliance procedures and coordination between management, engineers, clients and suppliers.

1. Office Operations and Administration Management

- Plan, organise and oversee daily office operations and administrative workflows.
- Develop, implement and review office policies, procedures and recordkeeping standards.
- Manage office facilities, equipment, supplies and external service providers.
- Allocate administrative resources and identify improvements in efficiency and cost control.

2. Staff Coordination and Human Resources Administration

- Supervise and allocate work to administrative and office support personnel, where applicable.
- Coordinate recruitment administration, onboarding, induction and training.
- Oversee timesheets, attendance, leave records and payroll information.
- Coordinate administrative support requirements for engineering personnel and project teams.

3. Engineering Project Administration and Coordination

- Oversee administrative processes supporting mechanical engineering projects, maintenance contracts and technical service operations.
- Coordinate purchase orders, client correspondence, service records and progress reports.
- Liaise with engineers, project managers, workshop supervisors and site personnel on documentation deadlines.
- Oversee administrative preparation of tenders, quotations, service agreements and contract records.
- Maintain document control for engineering drawings, technical reports, equipment records and project correspondence.

4.



Financial Administration and Budget Monitoring

- Oversee invoicing procedures, purchasing records, office accounts and expense reporting.
- Monitor administrative expenditure against approved budgets.
- Coordinate supplier invoices, purchase orders and payment documentation.
- Prepare expenditure reports and liaise with management and external accountants.

5. Procurement and Supplier Coordination

- Manage administrative procedures for purchasing office equipment, services and approved operational supplies.
- Coordinate supplier quotations, purchase orders, deliveries and contract records.
- Maintain supplier databases and monitor administrative purchasing costs.
- Liaise with engineering and workshop personnel on documentation for technical purchases.

6. Client, Contractor and Stakeholder Coordination

- Coordinate administrative communication between management, engineering professionals, clients, contractors and suppliers.
- Oversee meetings, schedules, correspondence and administrative reporting.
- Resolve administrative issues affecting service delivery and maintain client and contractor records.

7. Reporting and Business Improvement

- Prepare reports on office operations, expenditure, resource needs and workflow performance.
- Identify administrative bottlenecks and implement approved process improvements.
- Support business planning and maintain digital filing and office management systems.

Essential Qualifications and Experience

- AQF Diploma or higher in Business Administration, Management or a related discipline,



or an acceptable combination of relevant qualifications and experience.
- Demonstrated experience managing office operations, administrative systems and business records.
- Ability to coordinate staff, resources, administrative budgets and workflows.
- Strong communication, organisational, problem-solving and time-management skills.
- Proficiency in Microsoft Office, spreadsheets and document management systems.
- Understanding of workplace compliance, confidentiality and WHS administration.

Desirable Qualifications and Experience

- Experience in mechanical engineering, manufacturing, maintenance, construction or technical services.
- Familiarity with engineering project documentation, tenders, purchasing and supplier coordination.
- Experience with Xero, MYOB, Reckon or similar accounting and payroll systems.
- Familiarity with ISO 9001 or comparable quality management documentation.

Key Performance Indicators

- Timely and accurate administrative reporting and recordkeeping.
- Effective allocation of office resources and administrative support.
- Compliance with office procedures and document control requirements.
- Timely processing of invoices, purchasing and project documentation.
- Improved administrative efficiency and cost management.

If you are a motivated, organised and experienced professional with strong leadership and administrative management skills, we would love to hear from you.

This is an exciting opportunity to join a growing mechanical engineering company and play an key role in supporting our business operations and continued success.

If you believe you have the skills, qualifications and experience required for this position, we encourage you to apply.

To apply, please submit your current resume and a cover letter outlining your relevant experience and suitability for the role.

We look forward to hearing from you.

Pay: $80,000.00 – $90,000.00 per year

Work Location: In person

📌 Office Manager (Southern River)
🏢 Westward Engineering Solutions
📍 Southern River