Koellner Steel Pty Ltd

Position: Office Manager – Accounts, Administration & Operations
Industry: Structural Steel Fabrication & Construction
Employment Type: Full-Time
Location: Northern Rivers, NSW

About Koellner Steel

Koellner Steel Pty Ltd is a structural steel fabrication business specialising in the supply, fabrication and installation of structural steel for residential and commercial construction projects.

We work closely with builders, developers, contractors and suppliers to deliver high-quality structural steel projects.

We are seeking a highly experienced, organised and proactive Office Manager to take responsibility for the day-to-day administration, financial management, project coordination and operational support of our business.

This is a key position within the company, requiring someone who is confident working independently, managing multiple priorities and taking ownership of the office operations.

Key Responsibilities

1. Accounts & Financial Management

- Manage all accounts payable and accounts receivable.

- Complete daily bank reconciliations and monitor financial transactions.

- Manage debtor accounts, outstanding invoices and customer payment follow-ups.

- Process supplier invoices, payments and remittance advices.

- Prepare and issue customer invoices, progress claims and final invoices.

- Monitor daily and weekly cash flow, upcoming payments and financial commitments.

- Maintain accurate financial records using Xero.

- Assist with BAS, GST, PAYG withholding and superannuation obligations.

- Liaise with external accountants and bookkeepers.

- Monitor project expenditure, purchase orders and supplier costs.

- Prepare financial reports for management, including outstanding debtors, creditors and cash flow.

- Assist with project cost tracking and financial reporting.

- Maintain accurate records of retentions, variations and outstanding contract payments.

2. Payroll & Employee Administration

- Process weekly payroll for all employees through Xero.

- Review and verify employee timesheets, working hours, overtime and allowances.

- Ensure employee hours are accurately allocated to individual projects and job numbers.

- Manage employee leave balances, annual leave, personal leave and other entitlements.

- Process employee superannuation payments.

- Maintain employee records, employment agreements and payroll documentation.

- Assist with onboarding new employees, including required licences, qualifications and documentation.

- Coordinate payroll-related enquiries and communicate with employees regarding timesheets and payments.

- Assist management with employee administration and recordkeeping.

3. Contracts & Project Administration

- Review, coordinate and administer client contracts and subcontractor agreements.

- Maintain project documentation, contract registers and correspondence.

- Manage construction project documentation, including:

- Inspection and Test Plans (ITPs).

- Safe Work Method Statements (SWMS).

- Quality assurance and compliance documentation.

- Subcontractor agreements.

- Purchase orders and work orders.

- Progress claims and payment schedules.

- Contract variations and additional works.

- Practical completion and handover documentation.

- Coordinate submission of project documentation to builders and principal contractors.

- Track contract requirements, deadlines and outstanding documentation.

- Manage subcontractor compliance documentation, licences and insurance certificates.

- Assist with tender submissions, prequalification questionnaires and supplier registrations.

- Maintain organised project records for larger commercial construction clients.





- Communicate with project managers, builders, site supervisors and contractors.

4. Purchasing & Supplier Coordination

- Manage purchasing of materials, consumables, equipment and office supplies.

- Raise and track purchase orders.

- Liaise with steel suppliers, galvanisers, painters, transport companies and other subcontractors.

- Obtain and compare supplier quotations.

- Monitor supplier pricing, purchasing costs and payment terms.

- Coordinate deliveries and material availability with workshop staff.

- Maintain supplier accounts and relationships.

- Follow up outstanding orders, deliveries and supplier invoices.

- Ensure purchases are allocated to the correct projects and cost codes.

- Assist management in identifying purchasing efficiencies and cost savings.

5. Insurance, Compliance & Company Assets

- Manage company insurance policies, renewals and documentation.

- Coordinate workers compensation insurance through icare NSW and relevant insurers.

- Manage public liability, professional indemnity (where applicable), vehicle, plant and equipment insurance.

- Maintain insurance certificates of currency for clients and contractors.

- Manage company vehicle and trailer registrations, insurance renewals and servicing schedules.

- Coordinate maintenance and servicing records for company vehicles, trucks, machinery and equipment.

- Maintain registers for plant, equipment, licences and inspections.

- Track equipment test and tag requirements.

- Assist with workplace health and safety administration and compliance records.

- Maintain employee training, qualifications and licence registers.

- Coordinate relevant safety and compliance documentation required by construction clients.

- Assist with incident reporting, workers compensation claims and return-to-work administration where required.

6. Customer Service & Sales Administration

- Act as a key point of contact for customers, builders, suppliers and contractors.

- Manage incoming phone calls, emails and customer enquiries.

- Assist with sales administration, quotation follow-ups and customer communications.

- Coordinate customer purchase orders and project documentation.

- Maintain professional relationships with existing and prospective clients.

- Support management with tender enquiries and new business opportunities.

- Maintain customer records, contact details and project correspondence.

- Follow up quotations, outstanding approvals and contract documentation.

- Coordinate communications between clients, management, drafting, workshop and site installation teams.

- Handle customer enquiries and issues professionally and efficiently.

7. General Office & Operations Management

- Take responsibility for the efficient day-to-day running of the office.

- Manage administrative systems, filing, recordkeeping and document control.

- Coordinate internal communication between management, office staff, workshop employees and site teams.

- Maintain organised digital project folders and company records.

- Manage office supplies, equipment, utilities and service providers.

- Oversee office IT administration, software subscriptions and user access.

- Manage shared office and co-working facilities where applicable.

- Assist management with scheduling,



operational planning and administrative priorities.

- Develop and improve office procedures and administrative systems.

- Ensure important deadlines, renewals, payments and reporting obligations are met.

- Identify opportunities to improve efficiency and reduce unnecessary administration.

- Provide general operational support to the business owners and management team.

Essential Skills & Experience

The successful applicant must demonstrate:

- Extensive experience using Xero, including payroll, accounts payable, accounts receivable, bank reconciliation and financial reporting.

- Advanced Microsoft Office skills, particularly Excel, Word and Gmail

- Previous experience in an Office Manager, Senior Administrator, Accounts Manager or similar position.

- Strong understanding of bookkeeping, financial administration and cash flow management.

- Experience managing weekly payroll and employee timesheets.

- Experience in customer service, sales administration and supplier coordination.

- Strong organisational skills with the ability to manage competing deadlines.

- Excellent written and verbal communication skills.

- High attention to detail and accuracy.

- Ability to work independently, take initiative and make sound decisions.

- Confidence dealing with business owners, employees, contractors, suppliers and commercial clients.

- Ability to maintain confidentiality and handle sensitive financial and employee information.

- A proactive approach to problem-solving and improving office systems.

Highly Regarded Experience

- Previous experience within the structural steel, manufacturing, engineering or construction industry.

- Experience working with commercial builders and larger construction contractors.

- Understanding of construction contracts, progress claims, retentions and variations.

- Familiarity with ITPs, SWMS, QA documentation and construction compliance requirements.

- Experience with construction project management systems such as Procore, Aconex or similar.

- Knowledge of Australian payroll requirements, Modern Awards, superannuation and workers compensation.

- Experience coordinating purchasing, subcontractors, freight and material deliveries.

- Understanding of job costing and project-based financial reporting.

- Experience maintaining company vehicles, plant and equipment registers.

Personal Attributes

We are looking for someone who is:

- Highly organised, reliable and accountable.

- Confident and capable of managing an office with minimal supervision.

- Detail-oriented and financially minded.

- Professional and approachable when dealing with customers and staff.

- Comfortable working in a rapid-paced workshop and construction environment.

- Willing to take ownership of tasks and see them through to completion.

- Able to anticipate issues and proactively find solutions.

- A strong communicator who can work effectively with both office and workshop personnel.

- Committed to improving systems and supporting the ongoing growth of the business.

What We Offer

- A full-time, long-term position within an established structural steel fabrication business.

- A varied and responsible role with genuine ownership of office operations.

- Direct involvement with business management and project operations.

- The opportunity to improve systems, processes and business efficiency.

- A supportive, practical and hardworking team environment.

- Competitive remuneration based on qualifications and experience.

Position Objective

The primary objective of this role is to ensure Koellner Steel's office, financial administration and project support functions operate efficiently, accurately and professionally.

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