We are looking for an organised, tech-savvy Office Manager to support our Sydney CBD office. Full-time, varied role in a small, friendly, not-for-profit team helping to improve the lives of older people.

Position Summary

The Office Manager plays a central role in ensuring the smooth and efficient functioning of COTA NSW’s operations. Reporting to the CEO, the position provides high-level administrative support, manages key office systems and processes, supports financial and compliance functions, and contributes to the coordination of communications, events, and internal planning. This role is well-suited to someone who is organised, proactive, and confident working in a small team environment.

COTA NSW is committed to equity, diversity, and inclusion. We strongly encourage applications from Aboriginal and Torres Strait Islander peoples, people from culturally and linguistically diverse backgrounds, older people, people with disability, and people of all genders and sexualities, including those who identify as LGBTQIA+.

Key Responsibility Areas

1. Accounts

• Upload supplier invoices and receipts to the organisation’s accounting system, ensuring all documentation is accurate and complete.
• Support the payment process by preparing and uploading transactions to the online banking system for approval.
• Liaise with the external bookkeeper on day-to-day financial processes and assist with the preparation of audit documentation as required.
• Maintain accurate and up-to-date registers, including the asset register, regular payments register, and contracts register.

2. Administrative Support

• Provide day-to-day administrative support to the CEO, including calendar management, meeting scheduling, and coordination of correspondence.
• Assist with the preparation and distribution of meeting papers, including taking and finalising minutes as required.
• Support the planning and delivery of internal and external meetings and events, including venue bookings, catering, and participant communications.
• Maintain well-organised office filing systems and ensure key records are stored securely and accessibly.
• Assist with onboarding and offboarding processes for staff, including setting up equipment, coordinating paperwork, and managing checklists.

3. Office Management

• Ensure the smooth day-to-day operation of the office, including managing office supplies, stationery, and equipment.
• Act as the first point of contact for office-related issues, including coordinating with IT, building management, and other service providers.
• Monitor and manage shared office resources, including printers, meeting rooms, and kitchen supplies.
• Maintain a clean, safe, and organised office environment.
• Maintain the Work Health and Safety (WHS) register, ensuring incidents, hazards, and actions are accurately recorded and up to date.
• Support management and implementation of workplace policies to ensure operational consistency and compliance.

4. Communications and Coordination

• Maintain contact records in the organisation’s CRM system, including updates to the membership list.
• Monitor shared email inboxes, ensuring timely responses or referral to relevant staff.
• Answer and direct incoming phone calls in a professional and helpful manner.
• Provide logistical and administrative support for events, including invitations, registrations, and on-the-day coordination.
• Assist with internal team coordination, including planning meetings, tracking key dates, and following up on action items.

5. Other Duties

• Undertake any other tasks or responsibilities as directed by the CEO, including support for special projects, consistent with the scope of the role and the employee’s skills and classification level.

Key Skills and Attributes

• Highly organised, with strong attention to detail and the ability to manage competing priorities.
• Strong computer skills, including confidence working with databases, Microsoft Office, and cloud-based systems.
• Comfortable using Dext and Xero platforms.
• Able to remain solutions-focused and persistent when working in a dynamic and sometimes uncertain environment.
• Works collaboratively and communicates effectively within a small team.
• Comfortable engaging with older people and representing COTA NSW in a professional and respectful manner.
• Demonstrates initiative and problem-solving skills in a fast-paced environment.
• Maintains discretion and confidentiality when handling sensitive information.
• Manages time effectively and can respond flexibly to shifting priorities.
• Produces clear, professional written communications.
• Provides helpful, respectful service to internal and external stakeholders.

A position description is attached.