Position: Office Manager

Employment basis: Permanent, full-time

Ordinary hours: 38 hours per week

Annual salary: AUD 80,000–85,000 plus superannuation

Employer: Nexa Accounting & Business Advisory Pty Ltd (ABN: 34 618 426 403)

Location: Unit UG 3, 288 Albert Street, Brunswick VIC 3056

ABOUT US:

Nexa Accounting & Business Advisory Pty Ltd T/A Nexa Accountants is a Melbourne-based accounting and business advisory firm supporting individuals, small and medium-sized businesses, trusts and companies. We provide tailored services across taxation, accounting, business advisory, strategic planning and self-managed superannuation funds, helping our clients understand their financial position and achieve their business goals.

ABOUT THE POSITION: 

We are seeking an experienced and organised Office Manager to join our Brunswick office on a permanent, full-time basis. The successful candidate will oversee the firm’s day-to-day administrative operations, coordinate office systems and resources, and support the efficient delivery of services to our clients. The Office Manager’s duties and responsibilities will include:

• Managing the day-to-day administration of the accounting practice, including reception operations, client administration, filing systems, and general office procedures.
• Supervising administrative and reception staff by allocating work, setting priorities, monitoring performance, and ensuring administrative tasks are completed accurately and within required timeframes.
• Developing, maintaining, and improving office procedures relating to client onboarding, document management, appointment scheduling, file administration, and communication between administrative staff and professional accounting personnel.
• Coordinating staff rosters, work allocation, meeting room bookings, office supplies, equipment, and other resources necessary for the efficient operation of the office.
• Managing client appointment schedules and communications, including following up outstanding documentation required for taxation, bookkeeping, BAS, payroll, and other accounting compliance services.
• Maintaining accurate and confidential client records, tax files, and business documentation, ensuring all records are properly filed, updated, archived, and readily accessible to authorised accountants and tax agents.
• Ensuring client documentation is complete before files are assigned to accountants.
• Monitoring administrative deadlines for tax lodgements, client documentation, and workflow requirements, and following up with staff and clients to ensure timely completion.
• Managing office accounts administration, including preparing client invoices, monitoring payments, following up outstanding accounts, maintaining expense records, and providing administrative support for financial reporting.
• Maintaining secure storage of client records in accordance with privacy and professional standards.
• Coordinating employee administration records, including attendance, leave, payroll-related documentation, and other personnel records.
• Assisting with recruitment activities by preparing job advertisements, coordinating interviews, onboarding new administrative employees, and providing training on office procedures, client file management, and internal systems.
• Liaising with accountants, tax agents, clients, software providers, IT support personnel, and external service providers to coordinate operational matters and resolve day-to-day administrative issues.
• Managing office facilities, equipment, and practice management software by arranging maintenance, technical support, and ensuring business systems remain operational.
• Maintaining a safe, organised, and professional office environment by overseeing reception areas, workspaces, filing systems, office equipment, and reporting maintenance or workplace issues to management.
• Coordinating internal meetings, staff training sessions, and office communications to support operational planning, staff development, and consistent administrative service delivery.
• Supporting compliance with company policies, confidentiality obligations, document management procedures, and administrative standards applicable to the operation of an accounting practice.
• Maintaining office records, client databases and document control systems while ensuring confidentiality and compliance with privacy legislation.
• Performing other duties and responsibilities as reasonably required by Director & management.

QUALIFICATIONS, SKILLS AND EXPERIENCE REQUIRED

The ideal candidate will possess:

• A bachelor’s degree in Business Administration, Business Management or a related field.
• At least two to three years of relevant experience in office management, administration or a similar role, preferably within a professional services environment.
• Strong organisational, staff supervision and time-management skills, with the ability to manage competing priorities and deadlines.
• Excellent communication and client-service skills, with the ability to handle confidential information appropriately.
• Proficiency in Microsoft Office and office or client-management systems.