Office Manager – Engineering/Construction/Architecture

About the role

We are seeking an experienced Office Manager to keep our architectural practice running smoothly. The role involves creating order, improving systems, and supporting the creative team behind the scenes. You will act as the operational backbone, allowing designers to focus on delivering exceptional work.

Key responsibilities

• Oversee daily studio operations and maintain a professional environment.
• Manage office supplies, utilities, and equipment maintenance (printers, generator, HVAC, IT).
• Coordinate office maintenance, repairs, and service providers.
• Maintain material sample library, product catalogues, and office archives.
• Handle reception duties, visitor welcome, calls and correspondence.
• Organise filing systems, project documentation, meeting agendas and minutes.
• Maintain consultant, supplier and client databases.
• Act as custodian of petty cash, raise purchase orders and process purchases through Xero.
• Reconcile cash advances, support invoice processing and assist the accountant.
• Monitor subscriptions and recurring operational expenses.
• Coordinate recruitment logistics, interview scheduling and new‑employee onboarding.

Required profile

• At least 5 years of office management experience, preferably in engineering, construction or architecture.
• Strong initiative and ability to anticipate problems before they arise.
• Comfortable coordinating contractors, managing financial records and organising meetings.
• Detail‑oriented with a focus on maintaining an organized, presentable workspace.
• Excellent communication skills to support internal teams and external partners.

Required skills

• Xero accounting software