Office Administration Manager

We are a growing research company seeking a detail-oriented and dynamic Office & Administration Manager to oversee and support our operations, ensuring the efficient management of our office and administration functions.

This is a 100% on-site role in our office in Brunswick, Melbourne.

Who we are

At Cesar Australia, we believe in practical science and sustainable solutions. We conduct scientific research and extension across agriculture, conservation and biosecurity, working on a range of native and invasive land and aquatic animals. Multi-year projects are the norm, but we also offer customised services such as training workshops, outreach talks and laboratory-based services. Making sure our research is innovative, can be applied in the real-world, and is delivered to the user is paramount.

In this role you will also be working with our sister company, EnviroDNA, who shares our premises. The duties below will be executed across both businesses.

What you will be doing

The Office and Administration Manager will be responsible for overseeing various office and business functions, from administration and facilities management to project administration support. You will be the go to point for our friendly people across the business - this role supports multiple teams and helps ensure the organisations run smoothly.

• Administration: First point of call for incoming enquiries (phone, email and website forms), co-ordinate company travel, administration support for the leadership team.  
• Facility management: manage facility and equipment maintenance and repairs, facility stakeholder management.
• Project Administration: new project set ups and closures in our systems, documentation management.
• IT support: provide support and troubleshooting across the business (including Monday work management and CRM, Outlook, Teams and Share point)
• Finance support: generate and manage client invoices, chase debtors and liaise with clients on receivables inquiries, setup supplier and client registration processes.
• Retail sales support: first point of contact of incoming sales enquiries, generating quotes and invoices for customers, organizing couriers for orders, managing product inventory.

Depending on skillsets and interest of the successful candidate, there may be further opportunities to contribute such as: involvement in the Sustainability and Culture committees; process improvement and support of Human Resources.   

Key Role Outcomes

1. Enhance Operational Efficiency: Streamline administrative and operational processes to improve overall productivity and reduce inefficiencies.
2. Effective Facilities & IT Management: Ensure that office facilities and IT systems are maintained, secure and fully operational, enabling staff to work efficiently.
3. Improved Financial Operations: Optimise accounts receivable processes, ensuring timely invoicing and effective debt management to support the company’s financial health.

Requirements

What would make you a good candidate?

• You are an all-rounder who likes to help others and gets the job done
• You are a reliable self-starter who takes pride and ownership of your role
• You have experience in various facets of office management, including administration, finance and recruitment
• You are comfortable with rapid context switching, and changing focus dealing efficiently when interrupted
• You are comfortable prioritising your own workload and managing your own capacity, with requests coming in from a range of stakeholders
• You have a proven ability to quickly learn and implement new systems, and a high level of computer competency
• You love to build relationships with a diverse mix of people, with regular social activities and celebrations
• Importantly, you enjoy working for a company who is passionate about applied science and making an impact on the environment.
• Our core values resonate with you: Scientific excellence; Bring grit; Love it, own it; Trust yourself and each other; Do good for the environment.

Software proficiencies

• Mac OS
• Microsoft 365 administration (inc. SharePoint, Teams, Outlook)
• Work management and CRM software (such as Monday.com)
• Password management software
• Financial software (such as Xero)

Key Qualifications

• Must have the right to work in Australia
• 5+ years of related experience in business operations/administration
• 2+ years of experience in office and/or facilities management
• Strong working knowledge of Project Management and/or Client Relationship Management platforms such as Monday.com
• Strong working knowledge of Microsoft products (including Teams and SharePoint)
• Experience collaborating with leaders cross-functionally (e.g. finance, HR, sales or marketing)
• Articulate with excellent verbal and written communication skills
• Demonstrated ability to roll-up sleeves and work with team members in a hands-on management capacity
• Ability to adapt to a fast-paced continually changing business and work environment while managing multiple projects and priorities
• Detailed and outcome oriented underpinned by a ‘can do’ attitude
• Experience working for a service agency preferred

Benefits

What it means to work for us

You will be part of a company who truly wants to make the world a better place to live. Some of the other perks of working with us:

• A collaborative, flat-structured team environment with people who genuinely love what they do.
• Opportunity to work with a purpose-driven business – we are committed to making a positive impact in the world
• Regular social activities and celebrations.
• Individual annual learning & development budget.

"Empowerment isn’t about giving people power, it’s about helping them discover the power they already have to achieve more and make an impact."

If you are that dedicated self-starter, take the leap and apply with us.

To start your application with us, please email your CV and a cover letter (yep, we do read them) to info@cesaraustralia.com, including why you’d like to work at Cesar, and we will be in touch as soon as we can. Please include the word "#adminsruntheworld" at the top of your cover letter so that we know you really took the time to read our job ad.

We will be reviewing applications in the first week of January and scheduling interviews the week after, so please apply ASAP.