Office Manager

The Office Manager is responsible for managing all office operations at the Docklands head office and providing administrative leadership across Mermaid Property Services’ facilities management contracts. The role ensures compliance, reporting accuracy, operational support and coordination between office staff, site teams, clients, contractors and suppliers. 

• Manage day-to-day Docklands office operations, reception, correspondence and document control
• Maintain operational filing systems including contracts, staff records and compliance files
• Maintain visitor, asset, uniform and access registers

• Support job allocation administration
• Coordinate subcontractor onboarding documentation
• Prepare contract start-up documentation packs
• Maintain contract service files for cleaning, hygiene and maintenance services
• Assist with site audit templates and compliance reporting

• Supervise office administration staff
• Allocate and monitor daily and weekly tasks
• Maintain staff schedules, leave records and induction files
• Support recruitment administration and onboarding

• Maintain WHS and compliance documentation
• Manage incident, hazard and training records
• Maintain contractor insurance and licence documentation
• Support audit preparation and continuous improvement processes

• Liaise with clients, building managers, supervisors, cleaners and contractors
• Coordinate documentation, reporting deadlines and service updates
• Prepare meeting minutes and client reports

• Process invoices, purchase orders and supplier statements
• Manage office budgets and consumables
• Assist with payroll timesheets and attendance reporting

• Maintain supplier records and agreements
• Control inventory for uniforms, PPE and office supplies
• Monitor stock levels and purchase approvals

• Prepare weekly compliance and contractor reports
• Draft business correspondence
• Provide calendar and meeting support to senior management

• Minimum 2–3 years Office Manager / Administration Manager experience
• Experience in facilities, cleaning, maintenance, security or construction preferred
• Strong compliance and documentation control skills
• High-level Microsoft Office proficiency
• Excellent organisational and communication skills
• Ability to manage deadlines and work under pressure

• Permanent full-time position
• Docklands office location
• Salary $83,000 + Superannuation
• Supportive leadership team
• Long-term career development opportunities
• Stable role with an established property services organisation