Office Manage

OFFICE MANAGER

CHEAP AND BEST CARPET CLEANING

Location: Mernda, VIC

Employment Type: Full-time, Permanent

Salary: AUD $75,000 – $85,000 per annum + superannuation

Hours: 38 hours per week

Reports to: Director

About Cheap and Best Carpet Cleaning

CHEAP AND BEST CARPET CLEANING, provides affordable and reliable carpet cleaning services to residential and commercial customers. The business focuses on delivering quality workmanship, effective cleaning solutions and customer satisfaction.

As a growing cleaning services business, the company coordinates cleaning services for a range of customers and manages the administrative and operational requirements associated with a substantial workforce. The business currently engages more than 30 workers and is planning to expand its operations to meet increasing business demands.

To support this growth, the company is seeking a reliable, experienced and organised Office Manager to work in-house on a full-time, permanent basis. The successful candidate will oversee the company's administrative operations, coordinate workforce-related administration and implement effective office systems to support the efficient delivery of cleaning services and the company's continued expansion.

About the Role

The Office Manager will be responsible for planning, organising and managing the day-to-day administrative operations of the business. The position will play an important role in ensuring that office procedures, workforce records, cleaning schedules, customer communications, supplier arrangements and business documentation are maintained efficiently.

Working closely with the Director, cleaning supervisors and other team members, the Office Manager will coordinate administrative resources, oversee office workflows, support workforce planning and monitor the effectiveness of existing administrative systems.

The successful candidate will be expected to exercise sound judgement, manage competing priorities, resolve administrative issues and develop practical procedures that support the company's growing operations.

Key Responsibilities

1. Office Administration and Business Operations

• Plan, organise and coordinate the day-to-day administrative operations of the business.
• Establish, implement and maintain office procedures, administrative systems and operational workflows.
• Coordinate administrative resources and priorities to support the efficient delivery of residential and commercial cleaning services.
• Review existing office procedures and identify opportunities to improve efficiency, accuracy and productivity.
• Maintain business records, registers, databases, correspondence and administrative documentation.
• Prepare operational reports, management summaries and administrative updates for the Director.
• Coordinate office facilities, equipment, supplies and other resources required for daily operations.
• Monitor administrative workloads and ensure that business documentation is completed and maintained within required timeframes.
• Assist management with the implementation of administrative policies and procedures to support business expansion.

2. Workforce Coordination and Staff Administration

• Coordinate workforce-related administrative activities in consultation with the Director and cleaning supervisors.
• Assist with the preparation and maintenance of staff rosters, work schedules and workforce allocation records.
• Maintain accurate worker records, including contact details, availability, leave records, timesheets and relevant employment documentation.
• Coordinate administrative arrangements for recruitment, onboarding, induction and training of new workers.
• Monitor attendance records, roster changes and the collection of payroll-related information.
• Liaise with supervisors regarding staffing requirements, scheduling conflicts and administrative issues affecting service delivery.
• Coordinate communication between management, supervisors, cleaning teams and administrative personnel.
• Maintain appropriate records of staff-related correspondence, training and workplace documentation.
• Assist management with the consistent application of workplace policies and administrative procedures.

3. Cleaning Service Scheduling and Operational Support

• Coordinate the administrative scheduling of cleaning jobs, customer bookings and service appointments.
• Maintain service calendars, job allocation records and relevant scheduling documentation.
• Liaise with cleaning supervisors and workers to communicate job schedules, changes to bookings and operational requirements.
• Monitor job-related administrative records and follow up on incomplete documentation or scheduling discrepancies.
• Coordinate administrative arrangements for urgent bookings, customer requests and changes to service schedules.
• Maintain records of customer instructions, job completion documentation and service-related communications.
• Assist management in identifying recurring scheduling issues and implementing improvements to administrative workflows.
• Coordinate the administrative flow of information between customers, office personnel and cleaning teams to support timely service delivery.

4. Customer Service and Stakeholder Communication

• Oversee the administrative handling of customer enquiries, service requests and booking-related communications.
• Coordinate communication between customers, management, cleaning supervisors and relevant workers.
• Ensure customer bookings, service instructions and contact details are accurately recorded and communicated.
• Assist in resolving administrative complaints, booking issues and customer follow-up matters.
• Maintain professional working relationships with customers, suppliers, contractors and other business stakeholders.
• Coordinate the preparation of quotations, service documentation and customer correspondence in accordance with company procedures.
• Monitor outstanding customer enquiries and ensure that appropriate follow-up action is coordinated.
• Maintain accurate and confidential customer records.

5. Accounts Administration and Business Records

• Coordinate the preparation and maintenance of invoices, purchase orders, expense records and related business documentation.
• Monitor administrative records relating to customer invoices, supplier payments and outstanding accounts.
• Assist with organising financial information and supporting documentation for management and external accountants.
• Maintain records of operational expenditure, supplier transactions and administrative costs.
• Coordinate the administrative processing of supplier invoices and purchasing requests.
• Assist with routine accounts administration, reconciliation documentation and financial recordkeeping.
• Ensure business records are accurate, organised and readily accessible for management review.
• Liaise with relevant personnel to resolve discrepancies in invoices, timesheets and supporting documentation.

6. Purchasing, Supplies and Resource Management

• Monitor stock levels of cleaning consumables, office supplies and other operational materials.
• Coordinate purchasing requests and liaise with suppliers regarding product availability, pricing and delivery arrangements.
• Maintain records of equipment, supplies, purchases and supplier details.
• Coordinate administrative arrangements for equipment servicing, repairs and replacement where required.
• Monitor resource requirements associated with increased business activity and communicate anticipated needs to management.
• Maintain appropriate ordering and recordkeeping procedures to minimise delays and support operational efficiency.
• Assist management in reviewing administrative expenditure and identifying opportunities for improved resource utilisation.

7. Compliance, Policies and Continuous Improvement

• Maintain administrative records in accordance with applicable workplace requirements and company procedures.
• Assist management with maintaining employee documentation, workplace policies and relevant operational records.
• Support the administrative coordination of workplace health and safety documentation and incident records.
• Maintain confidentiality and appropriate handling of employee, customer and business information.
• Assist with preparing documentation required for internal reviews, accounting processes and other legitimate business requirements.
• Identify opportunities to improve administrative controls, workforce coordination and communication processes.
• Support the Director in implementing procedures that accommodate the company's growing workforce and expanding service operations.
• Ensure administrative processes are consistently followed and report significant operational or recordkeeping issues to management.

About You

We are seeking an organised, dependable and proactive professional who can take responsibility for office management and coordinate administrative operations within a growing cleaning services business.

The successful applicant will demonstrate:

• Relevant qualifications in Business Administration, Business Management, Management or a related discipline.
• Previous experience in office management, administration management or a comparable administrative coordination role.
• Demonstrated ability to manage day-to-day office operations and maintain effective administrative systems.
• Experience coordinating staff schedules, administrative workloads and workforce-related records.
• Strong organisational, planning and time-management skills.
• Ability to coordinate multiple operational priorities and meet deadlines.
• Experience maintaining business records, invoices, supplier documentation and administrative reports.
• Strong written and verbal communication skills.
• Ability to communicate professionally with management, workers, customers, suppliers and external stakeholders.
• Good problem-solving skills and the ability to identify and resolve administrative issues.
• Proficiency in Microsoft Office and relevant business administration, scheduling and recordkeeping software.
• High attention to detail and the ability to maintain accurate and confidential records.
• Ability to work independently, exercise sound judgement and take responsibility for administrative outcomes.
• A practical, solutions-focused approach to supporting business operations and expansion.

Experience in a cleaning services, facilities management, property services, maintenance or other service-based business will be highly regarded.

Experience coordinating a sizeable workforce, maintaining staff schedules and supporting multiple customer service jobs will also be advantageous.

Why Join Cheap and Best Carpet Cleaning?

• Opportunity to join an established cleaning services business with plans for continued expansion.
• A key in-house role supporting the administration of a growing workforce.
• Opportunity to improve office systems, administrative procedures and operational coordination.
• Direct collaboration with the Director and operational personnel.
• A varied role involving office management, workforce coordination and business administration.
• Opportunity to contribute to the company's long-term operational development.

Essential Requirements

Applicants should have:

• Relevant qualifications in Business Administration, Management, Business or a related field.
• Demonstrated experience in office administration or office management.
• Strong administrative, organisational and communication skills.
• Competence in maintaining business records and coordinating administrative processes.
• Ability to manage competing priorities and work independently.
• Good computer literacy and familiarity with office productivity software.

Desirable:

• Experience in cleaning services, facilities management or a related service industry.
• Experience coordinating workforce schedules and service delivery administration.
• Experience supporting recruitment administration, staff records and payroll-related documentation.
• Familiarity with job scheduling, customer management and business administration systems.

How to Apply

If you are an experienced office management professional seeking a responsible role within a growing cleaning services business, we invite you to apply.

Please submit your resume and cover letter outlining your qualifications, relevant experience and suitability for the position.

Email: ********************************

Subject: Application – Office Manager

Only shortlisted applicants will be contacted.