Office Manager & Operations Coordinator

The Office Manager & Operations Coordinator is a trusted role working closely with the Director to help drive the effective operation, growth and strategic direction of the organisation.

The role acts as an extension of the Director, providing a combination of strategic support, operational oversight, project management and coordination across the business. The Office Manager & Operations Coordinator will help turn priorities and ideas into action, ensure important initiatives continue to move forward, and provide the Director with greater visibility across key areas of the organisation.

This is a hands-on position suited to someone who is highly organised, commercially minded and comfortable operating in a fast-moving environment. The successful candidate will be able to move easily between strategic matters and day-to-day operational issues, exercise sound judgement, and take ownership of matters with minimal supervision. HR experience is highly desirable, but not essential.

Key Responsibilities

Executive and Strategic Support

• Work closely with the Director to identify and manage key business priorities.

• Assist in translating strategic objectives into practical plans, actions and measurable outcomes.

• Prepare briefing notes, reports, presentations, correspondence and other material for the Director.

• Conduct research and analysis to support business decisions and new initiatives.

• Provide considered advice and act as a sounding board to the Director on operational and commercial matters.

• Ensure decisions and agreed actions are documented, communicated and followed through.

• Anticipate issues requiring the Director's attention and ensure appropriate information is available to support timely decision-making.

Business Operations

• Maintain oversight of key operational activities across the organisation.

• Work with managers and team members to ensure priorities, deadlines and service standards are being met.

• Identify operational gaps, inefficiencies and areas for improvement.

• Assist with the development and implementation of systems, processes and procedures that support growth.

• Monitor key business metrics and prepare concise reporting for the Director.

• Coordinate cross-functional projects involving operations, finance, business development, marketing, technology and administration.

• Assist in resolving operational issues before they escalate.

Project Management

• Take ownership of strategic and operational projects on behalf of the Director.

• Establish project plans, responsibilities, deadlines and deliverables.

• Coordinate internal and external stakeholders to keep projects progressing.

• Follow up outstanding actions and hold relevant parties accountable for agreed deliverables.

• Provide the Director with clear updates regarding progress, risks, delays and decisions required.

• Support new business initiatives from initial concept through to implementation.

Leadership and Team Coordination

• Act as a key point of coordination between the Director, team and broader organisation.

• Help ensure teams understand organisational priorities and expectations.

• Support managers and team members with planning, accountability and execution.

• Facilitate effective communication between different areas of the business.

• Assist with leadership meetings, including preparation of agendas, papers, action items and follow-up.

• Promote a professional, accountable and solutions-focused working environment.

• Handle sensitive staffing and business matters with appropriate discretion.

Director's Office

• Help manage the Director's competing priorities and ensure time is focused on matters requiring executive attention.

• Coordinate important meetings, appointments and stakeholder engagements where required.

• Prepare the Director for meetings by ensuring relevant background information, documents and briefing materials are available.

• Monitor commitments made by or to the Director and ensure appropriate follow-up occurs.

• Filter operational matters where appropriate and resolve issues without unnecessary escalation.

• Assist with correspondence and communications on behalf of the Director.

Stakeholder Management

• Build and maintain effective relationships with key clients, medical consultants, suppliers, industry professionals and other external stakeholders.

• Represent the Director professionally in meetings and communications when appropriate.

• Coordinate meetings and projects involving external parties.

• Ensure stakeholder matters requiring follow-up are appropriately managed.

• Maintain a high standard of professionalism, confidentiality and responsiveness in all interactions.

Business Growth and Development

• Support the Director with growth initiatives and identification of new business opportunities.

• Assist with preparation of proposals, tenders, presentations and strategic partnerships.

• Coordinate implementation of new services, business initiatives and commercial opportunities.

• Undertake competitor, industry and market research where required.

• Work with business development and marketing functions to ensure commercial initiatives align with broader organisational objectives.

Governance, Risk and Compliance

• Assist the Director in maintaining appropriate governance and reporting processes.

• Support implementation and review of organisational policies and procedures.

• Monitor key business risks and ensure identified actions are followed through.

• Coordinate compliance activities and documentation where required.

• Maintain strict confidentiality in relation to commercial, employee, client and other sensitive information.

Key Attributes

The successful candidate will demonstrate:

• Exceptional organisation and attention to detail.

• Strong commercial judgement and business acumen.

• The ability to see both the bigger picture and the operational detail required to achieve it.

• A high level of initiative and personal accountability.

• Excellent written and verbal communication skills.

• Confidence working directly with senior executives and external stakeholders.

• The ability to manage multiple competing priorities without losing momentum.

• Strong problem-solving skills and a practical, solutions-focused approach.

• The confidence to respectfully challenge ideas, identify risks and provide considered advice.

• Strong interpersonal skills and the ability to build relationships across all levels of an organisation.

• Discretion and maturity when dealing with confidential or sensitive matters.

• The ability to work independently and make sound decisions within delegated authority.

• A calm and professional approach when priorities change or urgent matters arise.

Qualifications and Experience

The ideal candidate will have:

• Significant experience in a HR, operational, consulting, project management or coordination role.

• Previous experience working closely with management.

• Demonstrated experience managing complex projects and multiple stakeholders.

• Strong experience preparing executive-level correspondence, reports, presentations and briefing material.

• Experience within professional services, healthcare, insurance, legal services or a related sector would be highly regarded.

• Relevant tertiary qualifications in business, management, commerce, law, health administration or a related discipline would be advantageous but are not essential.

Measures of Success

Success in the position will be demonstrated through:

• Strategic priorities being converted into clear actions and delivered.

• Improved follow-through and accountability across the organisation.

• Projects being delivered within agreed timeframes.

• The Director having clear and timely visibility of significant business matters.

• Reduced operational demands on the Director through effective delegation and problem-solving.

• Strong communication between the Director, managers and broader team.

• Identification and implementation of meaningful business improvements.

• Professional management of key internal and external relationships.

Authority and Accountability

The Office Manager & Operations Coordinator will be given significant visibility across the organisation and will be expected to exercise sound judgement regarding when matters can be managed independently and when they should be escalated to the Director.

The Office Manager & Operations Coordinator works across the organisation to ensure priorities are aligned, commitments are followed through and the Director has confidence that important matters are progressing.

Given the nature of the role, the Office Manager & Operations Coordinator will have access to confidential commercial, financial, employee and strategic information. Maintaining absolute discretion and confidentiality is an essential requirement of the position.

The Person

This role would suit someone who naturally takes ownership and enjoys making things happen.

They will be comfortable being the person who notices that something has not been done, finds out why, and gets it moving again. They will understand that supporting a Director is not simply about managing a diary or preparing documents; it is about understanding what is important to the business and helping ensure those priorities are delivered.

The right person will be commercially aware, highly dependable and comfortable working in an environment where priorities can change quickly. They will know when to take initiative, when to ask questions and when an issue needs to be brought directly to the Director's attention.

Above all, the Office Manager & Operations Coordinator will be someone the Director can trust to understand the business, exercise good judgement and follow matters through to completion.

If you are an operations leader with a passion for driving excellence, managing a team and delivering results, we would like to hear from you. Please submit your resume, cover letter, and any supporting documentation to apply for this exciting opportunity to join our team.