PT Office ManagerJust posted!

We are supporting our client, a highly regarded Sydney-based architectural practice specialising in high-end residential projects, in the search for an experienced PT Office Manager. This role will act as the central coordination point across finance, administration and facilities management. This is a part-time position of 30 hours per week and is fully office-based. Roles and Responsibilities Financial Management • Monitor staff timesheet submissions to ensure accurate capture of billable hours. • Generate and issue monthly client invoices, including timesheets, deliverables, disbursements and fee summaries. • Maintain billing reports and track client payments. • Manage accounts receivable, debtor follow-up and payment collections. • Recommend appropriate action on overdue accounts, including debt recovery strategies where required. • Review and process accounts payable. • Maintain and reconcile Xero accounting records to support accurate reporting and cash flow management. • Prepare monthly management reports, including profit and loss and cash flow reporting. • Reconcile company credit cards and allocate project-related expenses. • Prepare information for BAS and IAS submissions in conjunction with external accountants. • Coordinate payroll administration, including staff leave records, salary updates and payroll processing. • Support annual tax, FBT and year-end financial requirements. Practice Administration • Manage incoming client enquiries and qualify prospective opportunities. • Coordinate initial consultations and director appointments. • Prepare fee proposals and engagement documentation using approved templates. • Manage client onboarding and collection of commencement fees. • Provide administrative and telephone support to clients. • Manage annual fee reviews and client communication regarding rate changes. Business Administration • Manage renewals and administration of professional indemnity, public liability and office contents insurance policies. • Liaise with insurance brokers and assist with claims management. • Administer software licences, subscriptions and professional memberships. • Manage relationships with outsourced providers and technology vendors. • Review and coordinate hardware purchases, software requirements and telecommunications services. • Manage office equipment leasing arrangements and service contracts. Facilities, Landlord and Tenant Coordination • Act as the primary point of contact for landlords, property managers and building management. • Coordinate building maintenance issues and vendor services. • Manage tenant and sub-tenant relationships, including invoicing and communications. • Coordinate tenant onboarding, security access and building compliance requirements. • Monitor lease obligations and assist with lease renewal processes. Human Resources and Office Operations • Prepare employment agreements and support recruitment activities. • Coordinate onboarding and offboarding processes. • Arrange workstation setup, technology access and software provisioning for new team members. • Maintain office filing systems and document management processes. • Manage office supplies, stationery and kitchen inventory. • Coordinate document releases and records management. • Assist with engaging external professional advisers and service providers. • Undertake general office management duties to support the smooth running of the practice. Marketing and Communications • Coordinate relationships with external marketing providers and consultants. • Brief, review and manage marketing deliverables, contracts and invoices. • Plan, create and publish social media content aligned with the practice brand. • Coordinate website updates and marketing materials, including project submissions, capability statements and expressions of interest. Skills and Experience • Demonstrated experience in an Office Manager or Practice Manager within a corporate environment. • Previous experience within an architectural, engineering or design practice. • Strong financial administration experience, including the use of Xero or similar accounting software. • Working knowledge of accounts receivable, accounts payable, payroll coordination, BAS and IAS preparation, and cash flow management. • Experience managing time-based billing, invoicing and debtor management. • Proven ability to manage external service providers and vendor relationships. • Experience negotiating supplier contracts and service agreements. • Ability to develop and manage professional social media content. • Familiarity with Australian Institute of Architects (AIA) standards and industry practices. • Experience administering commercial leases, subleases or tenancy arrangements. • Experience using AI tools to improve business administration or operational efficiency Consultant Emily Lodola Consultant, Business Support (02) 9212 0230 emily.l@bespokecareers.com https://www.linkedin.com/in/emily-lodola-57b313225/ Reference number: 73860 Profession:Business SupportStudio/Practice Management Company: Bespoke Careers Date posted: 12th Aug, 2026