Office Manager – Permanent, Full time, Brunswick, with occasional travel to Oakleigh & Richmond.
Who are we?
Australian Greek Welfare Society (t/a as PRONIA), has since 1972, built a reputation as an innovative and progressive organisation that continues to serve the Greek speaking and CALD communities and serve through advocacy and collaborative partnerships. PRONIA’s programs focus on direct service delivery, including counselling, crisis intervention, community education as well on the delivery of specialist services in aged care, disabilities, family and children’s programs. All services are delivered in a linguistically and culturally appropriate manner with a commitment to enhance individual’s capacity and build community capital.
What you will be doing
The Office Manager plays a central role in delivering a professional, culturally responsive, safe, and
welcoming environment across all Pronia office locations (Brunswick, Oakleigh, and Richmond). This role ensures the effective functioning of office administration, reception, facilities, and equipment management. Through strong leadership and collaboration, the Office Manager upholds Pronia’s commitment to community wellbeing, service excellence, and organisational cultural values rooted in respect, diversity, and empowerment.
The Office Manager contributes to Pronia’s mission by:
- Creating an environment where staff, clients, carers, and community members feel supported and respected.
- Ensuring operational efficiency which enables high‑quality aged care and community service delivery.
- Championing safety, compliance, and continuous improvement.
- Modelling Pronia’s values in all interactions, fostering a positive and inclusive organisational culture.
Key Responsibilities
- Lead, motivate, and manage the Reception and Administrative Services team across all office locations, fostering a positive, collaborative, and continuous improvement culture.
- Provide coaching, training, performance management, and role coverage to ensure consistent
service delivery, including stepping in to cover reception during staff shortages or leave.
- Oversee all front‑of‑houseand administrative operations, including reception services, meeting rooms, common areas, catering for meetings and events, and office‑wide communications.
- Develop, maintain, and document office procedures, manuals, work instructions, and training resources to enable smooth onboarding, training, and role coverage.
- Drive administrative efficiency by reviewing systems and processes, identifying improvements, and supporting organisational initiatives such as office upgrades, relocations, and service redesign projects.
- Produce reports and operational updates as required by the COO.
- Coordinate office facilities management across all sites, including maintenance, repairs,
improvements, and asset upkeep.
- Liaise with tradespeople, contractors, property managers, local councils, and service providers to ensure high‑quality, timely, and compliant service delivery.
- Maintain statutory compliance registers for fire safety, HVAC, electrical, plumbing, air
conditioning, emergency equipment, and other regulated services.
- Manage security systems and building access protocols, including access keys, passes, codes, alarms, and the maintenance of security camera footage.
- Oversee all incoming and outgoing mail, courier services, off‑site storage facilities, and distribution of resources across locations.
- Manage procurement of office supplies, stationery, kitchen and cleaning goods, furniture, equipment, and assets in line with financial and ethical guidelines.
- Coordinate company vehicle management, including registrations, insurance, servicing, maintenance, fuel cards, and toll accounts.
- Support the IT Manager with coordination, setup, and maintenance of office IT equipment such as laptops, desktops, monitors, and peripherals across all locations.
- Coordinate office-related onboarding and offboarding activities, including building access, workstation setup, equipment allocation, and office supplies, working closely with People
& Culture.
- Support Work Health and Safety processes in collaboration with People, Culture & Wellbeing,
including WHS compliance, safety inspections, hazard reporting, incident follow‑ups, and emergency planning.
- Act as Fire Warden as required and promote a strong safety culture across all offices.
- Build and maintain strong working relationships with internal stakeholders and external contractors, ensuring services delivered meet organisational standards and timelines.
- Undertake other duties as reasonably assigned by the COO or CEO.
The Ideal Candidate Will Have
- Demonstrated experience in office operations or administrative services leadership, ideally across multiple sites
- Strong people‑management capability, including coaching, performance management, and hands‑on reception support when required
- Proven facilities management experience, including contractor coordination and statutory compliance oversight
- Sound knowledge of WHS requirements with experience supporting safety inspections, incident reporting, and emergency planning
- Experience managing office assets, security systems, access controls, and vehicle fleets
- Ability to coordinate procurement, suppliers, and services in line with financial and ethical guidelines Strong organisational and documentation skills, with experience maintaining procedures, registers, and operational reports
- Confident stakeholder manager with the ability to liaise effectively with executives, internal teams, and external providers
- Proactive, solution‑focused, and adaptable, with a continuous improvement mindset and strong service orientation
Other requirements:
- Current driver license and access to own vehicle.
- Police check at the required intervals and working with children check.
- Not subject to any Employee Screening or Banning Orders under relevant state or federal
legislation (e.g., Worker Screening Act 2020 (Vic)).
What we offer
- Full-time, permanent role based in Brunswick – (travel to Oakleigh & Richmond offices as needed).
- Salary Packaging up to $18,500 per annum.
- Access to EAP
How to apply
If you are interested to apply for this role, please submit your resume and a cover letter
via our careers page: https://jobs.employmenthero.com/AU/jobs/organisations/61c77df3-7562-423c-a7ff-eb07b0503de7
Position Description:
https://drive.google.com/file/d/1QNg_j_Gq88xTIVhtJXO4j7uZjgSbwaQc/view?usp=sharing
Applications close 23rd April 2026
PRONIA is committed to protecting children and young people from harm. We require all applicants to undergo an extensive screening process prior to appointment
