Office Manager

Trayne Consulting is currently recruiting for an experienced Office Manager to join our client's Nationwide business in its operations team, headquartered at Bundall on the Gold Coast.

Our client is an established and growing mortgage-backed lending and investment business, that prides itself on its ability to provide straightforward finance solutions to its network of clients across Australia.

This is not the standard Office Manager role; we are looking for someone that excels in people leadership, admin, customer service, whilst being pro-active, someone that can pre-empt and understands the importance of prioritisation.  Our client needs thinkers and doers. 

For this role, we are specifically looking for a team member that:

• communicates effectively. 
• can prioritise and manage multiple tasks at a time
• takes pride in ensuring excellent service and response times to both internal and external clients. 
• seeks opportunity to take ownership and accountability.
• loves looking at problems and getting to the bottom of them quickly.

Our client has so far built, and is continuing to build, a team of self-motivated and success focused people, who seek opportunities for improvement in life and in the workplace, while at the same time shares a desire to give back to the community through the charitable activities of the business.

This is a full-time permanent role working Monday - Friday 8.30am – 5.00pm requiring flexibility to work extended hours on occasion to meet the needs of the business.  You will be reporting to the COO, whilst leading and mentoring a team of 3.

The key duties of the role are as listed, but not limited to:

• Mentor and lead a team of 3 ensuring that work is carried out in a timely and efficient manager and that staff have all the tools to carry out their jobs.
• General office management to ensure the smooth and efficient running of the business on a day-to-day basis, which will include:
  • new staff inductions, IT & desk set up.
  • travel management. 
  • maintain office stationery, kitchen supplies, and co-ordinate internal dates such as birthdays, anniversaries, luncheons & functions.
  • ensure leave & sick requests are maintained, assist with payroll queries.
• Work with all functions of the business, building strong partnerships to ensure efficient and best outcomes for the client.
• Loans Administration including:
  • liaising with Colleagues, Lawyers, Brokers, Borrowers and Funders on all matters to do with the settlement and establishment process as well as funder agreements.
  • assist with bank account reconciliations, interest calculations, notifications and reporting, payout figure calculations and loan closure procedures.
  • funder calculations; month end and year end reporting
• Accounting administration including general invoicing and accounts administration matters for the business. 
• Answer internal and external enquiries via phone and email in a professional and polite manner providing "Customer Excellence" with every interaction.
• Continuously look for the 1% improvement in regard to people performance, process improvement, outcome focus, whilst going the extra mile for the business.
• Other project work and general administrative duties as required.

To be successful in this role, you must have the following proven key attributes:

• Not be intimidated by the “day-to-days” listed above.
• Be a questioner with a focus on ensuring exceptional service delivery
• Enjoy handling multiple tasks and getting them done correctly, and quickly.
• Be able to prioritise multiple tasks, but more importantly, communicate to understand when things are needed and be able to express expectations about when they can be delivered. 
• Agree with these statements:
• “Phone calls or face-to-face discussions are the best form of communication to achieve an outcome and develop a relationship”.
• “It is ok to ask for help, but only after I have thought about the problem and tried to think of a solution first”
• “I like to collaborate to develop solutions and help clients, and this is best done alongside others in a team environment”.
• Experience in an Office & People Management role is imperative with relative experience in Operations, Bookkeeping, Accounts, Finance or similar highly advantageous.
• Strong Microsoft office skills including Word, Excel, & Outlook is imperative as well as having strong numeracy & literacy skills, with accounting software knowledge being advantageous
• Customer Service focused with a can do/will do attitude whilst always looking for continuous improvement for the good of the business is a MUST.
• Good problem solving, decision making and analytical capabilities, along with effective time management, organisational and planning skills will be required to be successful in this role.
• The ability to maintain discretion and confidentiality at all times.

For the right person, this is the chance to be part of a growth story and to challenge yourself to grow with the Client.  The Client has a small but growing team, and loves listening to new ideas, but likes it more when you execute and deliver on those ideas as part of the business.

If you are the successful candidate (and because you will be dealing with money), you must be willing to undertake a police check before commencing this role.

Our Client does insist that people recharge and take annual leave for 2 weeks over the Christmas/New Year period, which will be part of your annual leave entitlements.

If you:

• have bothered to read through this advertisement; 
• like what you have read; and 
• have relevant experience, 

then please apply on-line attaching an up-to-date resume in Word format ensuring that your relevant skills are highlighted in your resume.

Due to a high volume of applicants only short-listed candidates will be contacted.