Operations & Office Manager - Maitland at West Coast Personnel

• An established technical services business is seeking a highly dependable and experienced Operations & Office Manager to oversee its day-to-day administrative, financial, payroll, and operational coordination. This is a key position within a small, stable business and requires a capable professional who can take full ownership of the office function, maintain accurate administrative and financial records, support employees, and ensure that daily operations run efficiently.
• The successful candidate will act as a trusted operational support to the business owner and must be comfortable working independently, making practical decisions, maintaining confidentiality, and taking responsibility for a broad range of duties. This position is best suited to someone seeking a stable, long-term career opportunity within a practical, close-knit working environment.

Key Responsibilities

• Manage the full day-to-day office administration function
• Coordinate administrative and operational activities across the business
• Prepare and issue customer quotations and invoices
• Generate and distribute monthly customer statements
• Manage petty cash accurately 
• Prepare and process purchase orders 
• Perform basic bookkeeping duties using QuickBooks
• Process employee payroll using Vanilla Payroll 
• Maintain accurate financial, payroll, and administrative records
• Order staff supplies, office consumables, and operational requirements
• Answer incoming telephone calls and manage correspondence professionally
• Liaise diplomatically with customers, suppliers, employees, and service providers
• Provide general sales and customer administration support
• Assist with employee and HR administration
• Prepare supporting documentation for disciplinary processes and hearings
• Maintain strict confidentiality regarding employee, financial, and business information
• Identify administrative issues and ensure that they are resolved promptly
• Support the business owner by taking ownership of routine operational matters

Minimum Requirements

• Extensive experience in office management, operations administration, or a similar multifunctional position
• Ideally 15 years or more of relevant experience gained within a small or medium-sized business
• Proven experience managing a broad range of office, finance, payroll, and administrative duties
• Experience preparing quotations, invoices, statements, purchase orders, and petty-cash records
• Working knowledge of basic bookkeeping principles
• Experience using QuickBooks would be advantageous
• Payroll processing experience is essential
• Experience using Vanilla Payroll would be advantageous
• Previous exposure to HR administration and disciplinary documentation
• Strong Microsoft Office and general computer skills
• Reliable own transport
• Contactable employment references

Essential Competencies

• Exceptional attention to detail and accuracy
• Strong organisational and administrative ability
• High level of integrity and confidentiality
• Professional, articulate, and well-spoken
• Warm and diplomatic telephone manner
• Confident and able to communicate firmly when required
• Comfortable working in a predominantly male technical environment
• Natural leadership ability
• Practical and solution-orientated
• Able to take ownership and work without constant supervision
• Dependable, committed, and self-motivated
• Able to manage competing priorities and meet deadlines
• Interested in establishing a stable, long-term working relationship

Working Environment

• Small, established, owner-managed business
• Stable client base
• Close-knit team with long-serving employees
• Practical and down-to-earth working environment
• Broad position with significant responsibility and autonomy
• No formal corporate structure or company benefits
• Salary negotiable according to experience and suitability