The Office Manager oversees all office operations at the Docklands head office and provides administrative leadership across Mermaid Property Services’ facilities management contracts. This role plays a key part in ensuring operational efficiency, compliance accuracy, reporting standards, and effective coordination between office teams, site personnel, clients, contractors, and suppliers.
Key Responsibilities
Office Operations & Administration
- Oversee daily office activities including reception, correspondence, and document control
- Maintain structured filing systems for contracts, staff files, and compliance records
- Manage visitor registers, asset logs, uniform records, and access control registers
Facilities & Contract Administration
- Provide administrative support for job allocation processes
- Coordinate subcontractor onboarding documentation and approvals
- Prepare contract commencement documentation packs
- Maintain active service contract files for cleaning, hygiene, and maintenance services
- Assist with audit documentation and compliance reporting templates
Staff Coordination & Supervision
- Supervise and support office administration staff
- Allocate workloads and monitor task completion
- Maintain staff rosters, leave records, and induction documentation
- Support recruitment administration and onboarding processes
Compliance, WHS & Quality Systems
- Maintain WHS documentation, registers, and training records
- Manage incident and hazard reporting systems
- Monitor contractor compliance including insurance and licensing
- Assist with audits, corrective actions, and continuous improvement initiatives
Client & Stakeholder Engagement
- Act as the primary administrative contact for clients, building managers, and operational teams
- Coordinate documentation requirements, reporting timelines, and service communications
- Prepare meeting minutes, service reports, and client correspondence
Accounts & Payroll Assistance
- Process invoices, purchase orders, and supplier statements
- Monitor office budgets and consumable expenses
- Assist with payroll data collection, timesheets, and attendance reports
Procurement & Inventory Control
- Maintain supplier databases and service agreements
- Manage inventory for uniforms, PPE, stationery, and consumables
- Ensure stock levels are monitored and purchase approvals are followed
Reporting & Executive Support
- Prepare weekly operational and compliance reports
- Draft professional business correspondence
- Provide diary management, meeting coordination, and administrative support to senior management
Skills & Experience
- Minimum 2–3 years’ experience in an Office Manager or Senior Administration role
- Background in facilities management, cleaning, maintenance, security, or construction preferred
- Strong compliance, documentation, and reporting capabilities
- Advanced Microsoft Office skills
- Excellent organisational, communication, and time-management abilities
- Proven ability to work efficiently under pressure and meet deadlines
