A multi-disciplinary financial services firm in Hawthorn is seeking an Office Manager who thrives on taking initiative, thinking proactively, and keeping operations running smoothly. The firm values a dynamic, collaborative, and enthusiastic team, and this role is central to supporting both clients and staff while driving operational efficiency.
Key Responsibilities:
Office Operations & Administration - Oversee daily office functions to maintain a professional, organised, and efficient environment
- Manage reception duties, greet clients, handle calls, and respond to general enquiries
- Maintain office supplies, technology, and vendor relationships
- Coordinate office maintenance, building access, and health & safety compliance
- Manage inbound/outbound mail, document handling, scanning, and digital filing
Client Experience & Support - Serve as a first point of contact for clients, ensuring high-quality, timely communication
- Support client onboarding and disengagement processes, including engagement letters, authority forms, and documentation
- Schedule client appointments, coordinate meeting rooms, and manage follow-up communications
- Assist with collection of client information for tax and accounting workflows
Team & Workflow Support - Coordinate internal administration processes for accountants, advisors, and partners
- Assist with job creation, task tracking, and workflow monitoring using practice management software
- Maintain compliance calendars (BAS, tax returns, ASIC deadlines, FBT) to ensure deadlines are met
Practice Management & Systems - Maintain CRM and practice management systems with accurate client and compliance data
- Improve administrative processes and enhance operational efficiency
- Assist with implementation of new technologies, automation initiatives, and internal procedures
- Support document templates, policies, and quality control standards
- Manage offshore administrative resources
HR, Culture & Events - Support onboarding of new staff, including IT setup and induction packs
- Coordinate training sessions, staff events, and wellbeing initiatives
- Maintain HR records, leave schedules, and performance review calendars
- Organise office celebrations, including EOFY and Christmas parties, ad hoc drinks, birthday celebrations, and a friendly budget competition where top three winners enjoy an overseas trip
- Participate in the annual overseas business conference in September
Ideal Candidate: - Proactive, self-directed, and solution-focused
- Confident and approachable with clients
- Reliable and committed to high standards of accuracy
- Calm under pressure and professional at all times
- Experienced in operations, practice management, or senior administration roles
Skills & Experience: - Experience in professional services (accounting, legal, or financial services preferred)
- Strong organisational and multitasking abilities
- Excellent written and verbal communication skills
- Proficiency in Microsoft 365 and modern office systems
- Familiarity with practice management or accounting systems (e.g., Xero Practice Manager)
- Knowledge of tax and accounting workflows (BAS, tax returns, ASIC lodgements)
- Certificate or Diploma in Business Administration or similar (preferred but not essential)
Why This Role is Attractive: - Dynamic, hands-on role with autonomy to implement improvements
- Central to maintaining smooth operations and exceptional client experiences
- Opportunities to build strong relationships with clients and colleagues
- Engaging office culture with regular social events and rewards
- Participation in annual overseas business conference
How to Apply:
To apply for this role, please submit your resume below through the APPLY button.
Alternatively, you can call
Alana Collins on
(03) 9077 7491 or email
alana.collins@engagepersonnel.com.au for additional information.
