Office Manager

ABOUT US
Poem is an independent creative communications agency on a mission to redefine brand comms. We believe in the power of earned attention – crafting ideas that resonate so deeply, people can't help but care, share, talk about and ultimately, act. Which is why our founding mission is: Move People. Because you can’t move people towards a brand, without moving them to care about it first.
ABOUT YOU We’re looking for an experienced Office Manager to join us, three days a week in the office (Monday, Tuesday, and Thursday)
You are the linchpin of a thriving creative environment. You're an exceptionally organised, proactive, and detail-oriented professional with a genuine passion for creating an efficient, welcoming, and inspiring workplace.
You possess a 'can-do' attitude, anticipate needs before they arise, and are adept at juggling multiple priorities with a calm and positive demeanor. You understand the unique rhythm of an agency and are comfortable supporting a team of energetic and creative individuals.
Your excellent communication skills, problem-solving abilities, and unwavering commitment to making things run smoothly will be vital to our continued growth and success. You're not just about processes; you're about people and ensuring our team has everything they need to do their best work.

YOUR RESPONSIBILITIES Office Management & Administration:Front-of-House Management: Act as the first point of contact for visitors, clients, and deliveries. Manage incoming calls and correspondence.Office Environment: Maintain a pristine, organised, and inviting office space at all times. Oversee daily tidying, minor repairs, and general upkeep.Supplier Management: Liaise with and manage all office suppliers (e.g., cleaning, stationery, IT support, catering, building management) to ensure optimal service and cost-effectiveness.Stock Management: Proactively monitor and order office supplies, kitchen consumables, and other client inventory, ensuring adequate stock levels at all times.Mail & Deliveries: Handle incoming and outgoing mail, couriers, and packages.Expense Management: Process and reconcile office-related expenses, ensuring accurate record-keeping and adherence to budget.Health & Safety: Ensure the office adheres to all health and safety regulations, including maintaining first aid kits, fire safety equipment, and emergency procedures.Sustainability Initiatives: Support and implement agency-wide sustainability efforts within the office environment.
Team Support & Employee Experience:Onboarding & Offboarding Support: Assist with the smooth onboarding of new employees (setting up workstations, IT access, welcome packs) and offboarding processes.Team Events & Culture: Organise and coordinate internal agency events, celebrations, team lunches, and social gatherings to foster a positive and cohesive team culture.Meeting Room Management: Ensure meeting rooms are tidy, well-equipped, and booked efficiently.Travel & Accommodation: Assist with booking domestic and international travel, accommodation, and ground transportation for team members as required.General Ad-Hoc Support: Provide administrative and organisational support to the leadership team and wider agency as needed, including supporting account teams during busy events or studio productions, with sourcing of props, supplies, tech, packing mailers, and courier send outs.
Facilities & IT Liaison:Facilities Maintenance: Coordinate and oversee any necessary building maintenance, repairs, or improvements with landlords or external contractors.IT Support Liaison: Act as the primary point of contact with our external IT support providers, troubleshooting minor issues and escalating complex problems. Ensure IT equipment is maintained and functional.Equipment Management: Manage agency assets and equipment, including tracking, maintenance, and allocation.
THE MANDATORIES To be considered for this role, you must possess:Proven Experience: A minimum of 2 years of demonstrable experience as an Office Manager or a similar administrative/operations role, ideally within an agency, marketing, or professional services environment.Exceptional Organisational Skills: Meticulous attention to detail and a highly organised approach to managing tasks, schedules, and resources.Proactive & Resourceful: A natural ability to anticipate needs, identify solutions, and take initiative without constant supervision.Strong Communication Skills: Excellent written and verbal communication skills, with the ability to interact professionally and effectively with all levels of staff, clients, and external stakeholders.Tech-Savvy: Proficiency in G Suite (Docs, Slides & Sheets), Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable learning new software and systems quickly. Experience with Monday.com is a bonus.Problem-Solving Abilities: A calm and methodical approach to troubleshooting and resolving day-to-day operational challenges.Positive & Adaptable Attitude: A good human with a cheerful disposition, a flexible approach, and the ability to thrive in a dynamic, ever-changing agency environment.Right to Work: Current and unrestricted right to work in Australia.
THE PERKS Birthdays off Additional days paid leave over Xmas, dependent on contractEAP mental health schemeParental leave benefits4pm finish on Fridays