As the Office Manager, you will play a crucial role in supporting the day-to-day operations of Innovent Engineering. The role involves managing administrative tasks, coordinating office activities and providing support to our teams to ensure a smooth and efficient work environment.

Administrative Support and Office Management

1. Manage and coordinate all office operations, such as scheduling meetings, maintaining calendars and handling correspondence.
2. Assist in onboarding new employees, including preparing and distributing onboarding documents, arranging training, coordinating mobilisation and business travel where required, setting up workstations, and ensuring all forms are completed appropriately.
3. Key contact and liaison for supplier onboarding
4. Liaise with maintenance services for any office repairs and general upkeep.
5. Maintain and update employee records, ensuring confidentiality and compliance.
6. Provide administrative support for various projects as required by the team or management.
7. Understand the importance of adhering to budget, program, quality, OHS&E, contractual and legislative requirements and IEG Management systems, policies and procedures.

Financial Administration

1. Assist in monitoring office budget tracking and reporting
2. Preparing Project Billing and Account Receivable reporting
3. Maintain the accounts’ payable function ensuring all invoices are input into the system with adequate supporting documentation
4. The set up of Project within the accounting software
5. Assist Project team with running of financial reports including project cost reports.
6. Preparation of creditor payments runs
7. Reconcile Credit Cards and review employee expense claims
8. Assist with payroll function including timesheet entry and preparation of payroll files

Communication and Coordination

1. Act as the primary point of contact for internal and external communications, ensuring effective flow of information.
2. Coordinate travel arrangements and logistics for all staff attending site or client meetings.

Team Support

1. Assist in organising company events, training sessions and team activities.
2. Mentor and support administrative team members.
3. Maintain Training Registers and ensuring compliance within the team
4. Booking employee medicals for Site and Preemployment requirements

Qualifications, Licenses & Experience

1. Bachelor’s degree in Business Administration or a related field is desirable.
2. 3+ years’ experience in office management or administrative leadership, preferably in an engineering or technical environment.
3. Proficiency in office software, such as Microsoft Office Suite.
4. Valid driver’s licence.

Skills & Knowledge

1. Excellent written and verbal communication skills and the ability to interact with a range of stakeholders.
2. High level of accuracy and attention to detail.
3. Strong ability to manage multiple tasks and prioritise effectively based on importance.
4. Collaborative attitude with a focus on supporting others and fostering a positive office culture.