Office Manager - Dynamic - Proactive Role

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. 

All communication is strictly confidential.