We are supporting our client, a highly regarded Sydney-based architectural practice specialising in high-end residential projects, in the search for an experienced PT Office Manager. This role will act as the central coordination point across finance, administration and facilities management.
This is a part-time position of 30 hours per week and is fully office-based.
Roles and Responsibilities
Financial Management
Monitor staff timesheet submissions to ensure accurate capture of billable hours.
Generate and issue monthly client invoices, including timesheets, deliverables, disbursements and fee summaries.
Maintain billing reports and track client payments.
Manage accounts receivable, debtor follow-up and payment collections.
Recommend appropriate action on overdue accounts, including debt recovery strategies where required.
Review and process accounts payable.
Maintain and reconcile Xero accounting records to support accurate reporting and cash flow management.
Prepare monthly management reports, including profit and loss and cash flow reporting.
Reconcile company credit cards and allocate project-related expenses.
Prepare information for BAS and IAS submissions in conjunction with external accountants.
Coordinate payroll administration, including staff leave records, salary updates and payroll processing.
Support annual tax, FBT and year-end financial requirements.
Practice Administration
Manage incoming client enquiries and qualify prospective opportunities.
Coordinate initial consultations and director appointments.
Prepare fee proposals and engagement documentation using approved templates.
Manage client onboarding and collection of commencement fees.
Provide administrative and telephone support to clients.
Business Administration
Manage renewals and administration of professional indemnity, public liability and office contents insurance policies.
Liaise with insurance brokers and assist with claims management.
Administer software licences, subscriptions and professional memberships.
Manage relationships with outsourced providers and technology vendors.
Review and coordinate hardware purchases, software requirements and telecommunications services.
Manage office equipment leasing arrangements and service contracts.
Facilities, Landlord and Tenant Coordination
Act as the primary point of contact for landlords, property managers and building management.
Coordinate building maintenance issues and vendor services.
Manage tenant and sub-tenant relationships, including invoicing and communications.
Coordinate tenant onboarding, security access and building compliance requirements.
Monitor lease obligations and assist with lease renewal processes.
Human Resources and Office Operations
Prepare employment agreements and support recruitment activities.
Coordinate onboarding and offboarding processes.
Arrange workstation setup, technology access and software provisioning for new team members.
Maintain office filing systems and document management processes.
Manage office supplies, stationery and kitchen inventory.
Coordinate document releases and records management.
Assist with engaging external professional advisers and service providers.
Marketing and Communications
Coordinate relationships with external marketing providers and consultants.
Brief, review and manage marketing deliverables, contracts and invoices.
Plan, create and publish social media content aligned with the practice brand.
Coordinate website updates and marketing materials, including project submissions, capability statements and expressions of interest.
Skills and Experience
Demonstrated experience in an Office Manager or Practice Manager within a corporate environment.
Previous experience within an architectural, engineering or design practice.
Strong financial administration experience, including the use of Xero or similar accounting software.
Working knowledge of accounts receivable, accounts payable, payroll coordination, BAS and IAS preparation, and cash flow management.
Experience managing time-based billing, invoicing and debtor management.
Proven ability to manage external service providers and vendor relationships.
Experience negotiating supplier contracts and service agreements.
Ability to develop and manage professional social media content.
Familiarity with Australian Institute of Architects (AIA) standards and industry practices.
Experience administering commercial leases, subleases or tenancy arrangements.
Experience using AI tools to improve business administration or operational efficiency
