About you
You've worked in operations, office management or business administration in small to medium-sized businesses, ideally under 100 people, and be able to draw upon your experiences across multiple firms. You're organised, discreet and practical, and comfortable moving between tasks - from following up an overdue invoice to reviewing a policy to organising a team event. You're used to supporting or managing a junior team member and happy to be in a hands-on role rather than strategic.
What you'll be doing
- Overseeing day-to-day office and administrative operations, including facilities, IT coordination, and supplier and contract management
- Managing accounts receivable and following up on outstanding debtors, working with our bookkeeper and supporting budget tracking
- Leading and mentoring an administrator - delegating work, running regular check-ins, and supporting their development
- Managing the employee lifecycle: onboarding, offboarding, HR record-keeping and training registers
- Maintaining our ISO QA system
- Identifying operational risks and inefficiencies, and implementing solutions
- Coordinating company events, meetings and travel arrangements
- Supporting the MD with budgeting, insurance and supplier negotiations
- Experience in an operations, office or business management role in multiple small to medium-sized organisations
- Experience with finance, particularly accounts receivable / debtor management and reporting (Xero preferred)
- Experience working with an external Bookkeeper / Accountant
- Experience leading, mentoring or supervising at least one team member
- Strong organisational skills and the ability to manage competing priorities
- Natural problem solver
- Discretion and a high level of confidentiality
- Good communication and stakeholder management skills, internal and external
- Confidence with standard office software and systems
Offering:
- A mix of 'all team days' and hybrid work
- Caring, supportive small team environment'
- Team incentives, regular social events and wellbeing initiatives
- Access to modern AI tools
- A strong brand with long-standing relationships across Melbourne’s built environment sector
For a list of our other vacancies, please visit our website www.aspectpersonnel.com.au
