Full Time Office Manager

Pump & Electrical Engineering Pty Ltd

Location: Tottenham, VIC

Position: Full-Time Office Manager

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

Applications open on 14 October 2025 and close on 13 November 2025

About the Company

Pump & Electrical Engineering Services Pty Ltd is a specialist mechanical and electrical engineering company currently based in Tottenham, Victoria, with plans to relocate soon to Footscray. We provide tailored solutions for Commercial buildings & Industrial Pumps / Hot Water Systems, across commercial buildings & industries such as Packaged Pumps / Hot Water Systems & water treatment, design, manufacture, Supply; Install Commission; Repairs & ongoing Service ..

About the Role

We are seeking an experienced and proactive Office Manager to oversee the day-to-day office administration supporting and coordination functions of our Tottenham office. Reporting directly to the Managing Director and working alongside the in-house Accountant, the successful candidate will ensure the seamless management of office operations while supporting broader project and business needs.

This role requires a confident and highly organised professional who can operate autonomously and liaise effectively with internal and external stakeholders.

Office Administration and Business Operations

• Manage and streamline daily office operations, administrative systems, and company procedures.

• Implement office improvements, policies, and best practices to enhance overall efficiency.

• Maintain company records, registrations, compliance documents, and insurance certificates.

• Manage procurement of office and job-related supplies and maintain accurate stock records.

• Coordinate communication and documentation between field-based technical teams and the office.

• Provide administrative support to the Managing Director, including scheduling and coordination.

Human Resources & Payroll Support

• Coordinate HR-related functions, including maintaining employee records, onboarding new hires, monitoring staff compliance with company policies, and supporting recruitment and employment documentation processes.

• Process payroll in collaboration with the Accountant to ensure accurate and timely disbursement of employee entitlements.

Workplace Health & Safety and Compliance

• Support OH&S compliance by maintaining safety documentation, assisting with safety audits, and liaising with staff to ensure adherence to health and safety protocols consistent with regulatory requirements.

• Maintain records of licences, permits, and safety inductions for technicians and subcontractors in accordance with WorkSafe requirements.

Financial Administration

• Manage invoicing processes and liaise with clients and suppliers to ensure timely payments and accurate documentation.

• Prepare and issue client quotations, maintain project documentation, and coordinate with suppliers and subcontractors to support service delivery.

Project Coordination Functions

• Support coordination of workflows between technicians, engineers, and project managers by maintaining job schedules and resource allocation systems.

• Maintain administrative records for contracts, proposals, safety inductions, and compliance documents relevant to service delivery.

• Liaise with suppliers and manufacturers to ensure continuity of stock and service delivery from an administrative perspective.

• Manage the after-hours roster and act as the first point of contact for emergency service calls, ensuring appropriate staff allocation is communicated.

• Assist with administrative tracking of labour and material costs for ongoing works, providing support to budget oversight without direct financial management.

Skills, Qualifications, and Experience

To be considered, candidates must have:

EITHER

• A Diploma or higher in Business, Administration, or a related field

AND at least 1 year of relevant work experience in office management or a senior admin role

OR

• 3 to 4 years of relevant work experience in a similar Office Manager or senior admin role (if no formal qualification)

A degree or higher in Business, Administration, or a related field, in addition to at least 1 year of work experience, will be highly preferred.

Additional Requirements:

• Strong organisational and coordination skills.

• High level of written and verbal communication.

• Ability to prioritise competing tasks and manage multiple workflows.

• Proficiency in Microsoft Office and administrative software.

• Familiarity with compliance, workplace safety, and HR procedures.

• Experience in a technical services, engineering, or trade-based business environment (highly regarded).

Work Rights Requirement

Applicants must be one of the following:

• An Australian Citizen or Permanent Resident, or

• A holder of a valid visa with full and unrestricted work rights in Australia

How to Apply:

To apply, please send your CV and a cover letter to: .