Office Manager — Mandarin and English

KT Phoenix Pty Ltd | Sapphirus

Ashwood, Victoria | On-site

Permanent full-time | 38 hours per week

AUD 80,000 per annum plus superannuation

ABOUT US

KT Phoenix Pty Ltd is based in Ashwood and provides cleaning, gardening and home support services primarily to Australia's local Chinese community and local business owners.

We are seeking a responsible Office Manager to support our team's development, improve administrative efficiency and maintain effective relationships with our clients and business partners. The role includes supporting Chinese-speaking older clients receiving services at home and liaising with their representatives and aged care service providers.

ABOUT THE ROLE

You will manage office functions, coordinate staff and service activities, allocate administrative work and maintain the resources needed for reliable day-to-day operations.

Your responsibilities will include:

- Planning, organising and reviewing office procedures and service delivery workflows, including enquiries, bookings, scheduling, service records and billing.

- Setting administrative priorities, allocating work, monitoring day-to-day employee performance and following up outstanding tasks.

- Communicating in Mandarin and English with clients, client representatives, aged care service providers and service personnel about service arrangements, schedules, charges and operational enquiries.

- Coordinating service schedules and allocating personnel and resources, including managing changes caused by absences, client requests, weather and additional work.

- Coordinating service scope, quotations, payment arrangements, confirmations and approvals with providers and authorised client representatives.

- Handling feedback and complaints, investigating service issues, coordinating corrective action and monitoring service quality.

- Maintaining accurate client, service and office records,



including supporting photographs where applicable, in line with company information management and privacy procedures.

- Preparing and reviewing billing information, coordinating payment records and outstanding accounts, and collating timesheets for the accountant.

- Assisting with office operating budgets and monitoring expenditure on supplies, equipment, administrative services and other operating costs.

- Coordinating office resources, equipment maintenance and suppliers, and providing guidance on administrative procedures.

- Reporting to management, assisting with recruitment, staff management, performance analysis and training, and improving office workflows.

ABOUT YOU

You will need:

- A Diploma or higher qualification.

- At least one year of experience in a relevant role.

- Positive spoken Mandarin and English, with written communication skills in Chinese and English.

- Strong organisation, time management, record management and follow-up skills.

- Proficiency in office software and systems.

- The ability to coordinate administrative matters across multiple clients, teams and organisations.

- The ability to handle employee and client personal information appropriately and work within company delegations.

Mandarin and English communication skills are required to support our clients, including Mandarin-speaking older people and their representatives, and to liaise effectively with service providers and colleagues.

Australian citizens and permanent residents will be given preference.

LOCATION AND EMPLOYMENT TERMS

Office: Unit 2, 18 Leonard Street, Ashwood VIC 3147

This is an on-site role at our Ashwood office.

Employment: Permanent full-time, 38 hours per week

Annual base salary: AUD 80,000, excluding superannuation

Superannuation is paid in addition to the base salary.

HOW TO APPLY

Please submit your resume through Indeed.

Applications will remain open for 30 days from publication.

Pay: $80,000.00 per year

Work Location: In person

📌 Office Manager (Ashwood)
🏢 KT PHOENIX
📍 Ashwood