Office Manager

Office Manager | Melbourne
 

About the Role

The Office Manager plays a critical role in providing high-level confidential executive support to members of the Australian Executive Committee (AEC), while leading the day-to-day management of Heidelberg Materials' Melbourne corporate office.
 

This role combines executive administration, office leadership, facilities management, and commercial coordination responsibilities to ensure the efficient operation of our Melbourne headquarters and deliver an exceptional employee and visitor experience.
 

Key Responsibilities

Executive Support

• Provide confidential, professional administrative support to Regional General Manager – Southern Region.

• Manage complex calendars, appointments, meetings, and travel arrangements.

• Coordinate AEC meeting schedules and prepare meeting packs, presentations, and supporting documentation.

• Attend meetings, record accurate minutes, and track actions through to completion.

• Develop executive-level presentations and reports using PowerPoint, Excel analytics, and business insights.

• Manage website and customer enquiries, ensuring timely responses and escalation where required.

• Support recruitment activities including advertising, interview coordination, onboarding, and training plans.

Office & Facilities Management

• Lead the day-to-day operations of the Melbourne corporate office.

• Manage office suppliers, contractors, and service providers to ensure effective service delivery.

• Coordinate office maintenance, workplace improvements, fit-outs, repairs, and facilities projects.

• Organise company events, leadership meetings, and employee engagement activities.

• Drive initiatives that enhance workplace experience, employee satisfaction, and customer service standards.
   

Commercial & Business Management

• Manage office operating budgets and track expenditure against approved budgets.

• Coordinate vendor contracts and service agreements, ensuring compliance with commercial terms and company policies.

• Provide commercial support to senior manager through reporting, analysis, and business administration activities.

• Monitor office-related costs and identify opportunities for process improvement and operational efficiencies.

• Manage corporate credit card reconciliations and expenses.

• Assist with lease management, workplace compliance obligations, and vendor relationship management.

• Transport fleet lease management.

• Contract Management

• Support business continuity, risk management, and workplace governance initiatives relevant to office operations.
   

What You'll Bring

• Demonstrated experience supporting senior executives within a fast-paced corporate environment.

• Previous experience in an Executive Assistant, Office Manager, Commercial Coordinator, or similar role.

• Strong commercial acumen with experience managing budgets, contracts, suppliers, or procurement processes.

• Advanced Microsoft Office skills, particularly PowerPoint, Excel, Outlook, and Teams.

• Strong analytical, research, and problem-solving abilities.

• Excellent organisational skills with the ability to manage competing priorities and strict deadlines.

• High attention to detail and commitment to quality outcomes.

• Exceptional stakeholder engagement, communication, and relationship-building skills.

• Ability to exercise discretion and maintain confidentiality.

• A proactive mindset with the ability to take ownership and drive continuous improvement initiatives.

Why Join Heidelberg Materials?

At Heidelberg Materials, we understand that your wellbeing and professional growth are important. We offer:

• Salary Packaging Benefits – Potential savings on eligible work and personal expenses.

• Learning & Development – Access to professional development and career growth opportunities.

• Paid Parental and Grandparent Leave – Supporting families through life's important moments.

• Discounted Concrete & Quarry Products – Exclusive employee discounts.

• Novated Leasing – Access to vehicle leasing benefits through our partner providers.

• Health & Wellbeing Programs – Discounts on health insurance, gyms, and retail benefits.

• Car Hire Discounts – Savings through preferred rental providers.

• JB Hi-Fi Employee Discounts – Access to a range of discounted electronics and technology products.
   

Heidelberg Materials is an equal opportunity employer. We encourage applications from Aboriginal and Torres Strait Islander peoples, people with disability, people from diverse cultural backgrounds, and members of the LGBTQIA+ community.

About Heidelberg Materials
 

With more than 4,000 employees across 300 sites, Heidelberg Materials has an extensive production and logistics network across Australia.

We think global and act local. By combining global research and development capabilities with national collaboration, we deliver a comprehensive range of high-quality concrete, aggregates, asphalt, sand, road base, and sustainable construction materials supporting major infrastructure, commercial, and residential projects.