Office Manager Wanted

About Melbourne Winery

Located on Flinders Lane in the heart of Melbourne’s CBD, Melbourne Winery brings together restaurant dining, cellar-door experiences, wine tastings and a range of private and corporate functions. Our venue includes several dining and event spaces that accommodate intimate gatherings, business lunches, private celebrations, and larger events, alongside wine sales through our cellar door and online store.

This varied operation requires an active and well-organised office function. Restaurant reservations, function enquiries, event agreements, customer payments, supplier correspondence and staff administration all need to be coordinated accurately and promptly. With different teams and customer requirements involved, clear communication and reliable administrative systems are essential to keeping the business running smoothly.

We are seeking an Office Manager to take responsibility for the organisation and performance of these office functions. Working closely with the Director and venue managers, you will oversee administrative workflows and personnel, maintain business records, coordinate office resources and resolve issues affecting bookings, accounts and internal administration. The position requires initiative, sound judgement and the ability to manage several priorities while maintaining consistent standards.

Key tasks and duties

• Plan and manage daily office operations, establish administrative priorities and service standards, and review procedures to improve efficiency, accuracy and accountability.
• Allocate administrative workloads, office resources and equipment; supervise staff undertaking office duties, monitor performance and provide guidance and training.
• Oversee administrative systems for restaurant reservations, private functions and corporate bookings, ensuring enquiries, confirmations, amendments and cancellations are handled consistently.
• Manage function documentation, including quotations, booking agreements, guest requirements, deposits, invoices and payment follow-up, ensuring current information reaches the relevant venue teams.
• Coordinate the flow of booking and event information between the office, venue management, kitchen and service teams, maintaining clear records of agreed arrangements and changes.
• Investigate and resolve booking discrepancies, scheduling conflicts, payment queries and administrative complaints, liaising with the relevant staff and escalating matters when necessary.
• Manage office accounts and financial records, including customer payments, supplier invoices and purchasing documentation, and coordinate supporting information with the accountant or bookkeeper.
• Coordinate personnel administration, including recruitment arrangements, onboarding, leave records, timesheet verification, payroll information, training schedules and performance review documentation.
• Maintain organised customer, supplier, employee and business files, with appropriate confidentiality, access controls and document retention procedures.
• Liaise with accountants, technology providers and other professional advisers to resolve financial, software and administrative issues affecting office operations.
• Organise office supplies, equipment, software access and maintenance; monitor administrative expenditure and coordinate purchasing within approved budgets.
• Maintain office safety procedures and ensure administrative activities comply with applicable legislation, business policies and recordkeeping requirements.
• Prepare reports for management on upcoming bookings, outstanding enquiries, payments, administrative workloads and staffing matters, identifying issues requiring action.
• Review recurring administrative problems and introduce practical improvements to booking processes, internal communication, recordkeeping and office service delivery.

Skills and experience required

• Demonstrated experience managing office or administrative functions, preferably within hospitality, events, tourism or another business with varied customer and operational demands.
• A relevant qualification in business administration, management or a related discipline, or substantial practical experience performing comparable responsibilities.
• Experience supervising staff, allocating work, monitoring performance and maintaining consistent administrative standards.
• Strong organisational skills, including the ability to prioritise competing deadlines and coordinate bookings, financial documentation and staff administration.
• Experience managing customer and supplier records, invoices, payment follow-up and information required for bookkeeping or accounting.
• Confidence using spreadsheets, email, document management systems and business software, with the ability to learn reservation, event booking and accounting platforms.
• An understanding of personnel administration, including onboarding, timesheets, leave records, and preparing accurate payroll information.
• Clear written and verbal communication skills, with the ability to liaise professionally with customers, suppliers, colleagues and external advisers.
• Practical problem-solving skills and sound judgement when handling booking changes, conflicting information, customer concerns and administrative errors.
• Strong attention to detail when reviewing agreements, booking instructions, financial records and confidential employee information.
• Ability to work independently, follow matters through to completion, and keep management informed of issues requiring decisions.
• A proactive approach to improving office procedures and maintaining dependable administrative support during busy trading and event periods.