Operations and Office Manager
This role will be in office for the first 3 months, after which there will be opportunity for work from home hours by agreement with the CEO and if desired by the Office Manager. Working hours are 9-5 Monday to Friday (some flexibility is available here if you would prefer 8-4 or 10-6)
You will be responsible for leading and overseeing the administrative and operational functions of the business, ensuring efficient office operations, continuous improvement of business systems, compliance with company policies and the effective delivery of administrative support services. The role acts as a key liaison between management, employees, suppliers, customers and external stakeholders, contributing to the achievement of organisational objectives and supporting business growth.
Key Responsibilities
• Lead and oversee all day-to-day administrative activities to ensure the smooth operation of the business.
• Develop, implement and continuously improve administrative systems, procedures and workflows.
• Coordinate company resources, facilities and support services to meet operational requirements.
• Assist with staff training, onboarding and professional development.
• Promote a positive, collaborative and high-performing workplace culture.
• Support management in employee engagement and workforce planning initiatives.
• Lead the implementation and maintenance of business systems, procedures and administrative controls.
• Identify opportunities for process improvement and operational efficiencies.
• Develop and maintain standard operating procedures and administrative guidelines.
• Support organisational change initiatives and ensure successful implementation of new processes.
• Monitor office operating expenses and assist in the preparation and management of departmental budgets.
• Support management with financial reporting and budget tracking activities.
• Manage key supplier relationships and service agreements.
• Lead supplier evaluations and provide recommendations for supplier selection.
• Negotiate service agreements and contract renewals where appropriate.
• Coordinate recruitment, selection and onboarding activities.
• Maintain employee records in accordance with company policies and legislative requirements.
• Assist management with workforce planning and staffing requirements.
• Ensure HR administration activities are completed accurately and confidentially.
• Maintain responsibility for ISO management systems and associated compliance requirements.
• Ensure administrative processes comply with company policies, regulatory obligations and quality standards.
• Prepare management reports, presentations and business performance information.
• Analyse administrative and operational data to support decision-making.
• Provide regular updates and recommendations to senior management and the CEO.
• Participate in business planning activities and organisational improvement projects.
• Maintain professional relationships with customers, suppliers and other stakeholders.
• Resolve escalated administrative and service issues.
• Ensure a high standard of customer service is maintained across administrative functions.
Knowledge, Skills and Experience
• Minimum 5 years' experience in office administration, business operations or a related field.
• Demonstrated ability to lead and coordinate administrative functions.
• Strong organisational, planning and problem-solving skills.
• Advanced proficiency in Microsoft Office and business management systems.
• Ability to manage multiple priorities and meet deadlines.
