Job Description

Are you legendary for your office management and organisational skills? Is delivering magnificent customer service your jam?

About OzHarvest

Our purpose is to Nourish our Country — through food rescue, education, community engagement and innovation. We are a magnet for magnificent people, connected by a common purpose, and we embrace every challenge with optimism, dignity and respect.

About the Role

The Office Manager is the warm and friendly 'first face' of OzHarvest, responding to queries from the public — at the reception desk, over the phone and by email.

This role is the glue of our national headquarters (HQ) in Alexandria, enabling our team by ensuring HQ's smooth and efficient operations. The Office Manager will have a strong sense of ownership and pride in our work, and in keeping HQ humming. With touchpoints across all areas of the organisation, this position is essential for ensuring that administrative processes run smoothly so our team can focus on delivering impactful community services. This is a full time 3 month fixed-term contract based at our office in Alexandria.

Your Key Responsibilities

Customer Service

• Staff the HQ reception desk and welcome guests to OzHarvest
• Manage the OzHarvest hotline and public inboxes, responding to queries from the community or forwarding them to the relevant staff member for follow up
• Resolve food delivery queries from supermarkets and charities
• Train and supervise volunteers to provide customer service and reception support
• Respond to internal queries and serve as the primary point of contact for external communications

Office Management

• Oversee day-to-day office operations and ensure a well-organised workspace at HQ
• Manage common areas and shared facilities, including meeting rooms, kitchens, parking and lockers
• Procure stationery, basic equipment, consumables and other supplies; manage inventory ensuring resources are available as needed
• Keep the office tidy and supervise contract cleaners
• Support set up for meetings and special events; coordinate schedules for staff and volunteers
• Remotely support the management of other OzHarvest sites in NSW, e.g. sourcing tradespeople
• Implement and maintain office policies and procedures to enhance efficiency

Administrative Support

• Manage mail and couriers, including collection and delivery from Australia Post
• Maintain accurate records, documentation and internal systems, including calendars and distribution lists
• Assist in the preparation of reports and presentations for stakeholders
• Support the CEO's Executive Assistant, including booking travel and accommodation
• Support the recruitment, onboarding and correspondence with volunteers, including responding to queries

About You

You'll bring:

• At least two years' experience in business administration or a similar role, preferably within the charity or not-for-profit sector
• Experience providing excellent customer service
• Excellent written and verbal communication skills
• Well-developed time management, planning and organisational skills
• Experience developing internal systems and processes
• Strong technology skills, ideally with MS Office and Salesforce (or ability to learn)
• Current driver's licence and willingness to drive in the course of work

You are:

• Energetic, confident, positive and proactive
• Friendly, polite, empathetic and culturally sensitive
• Able to coordinate multiple tasks and projects while paying close attention to detail
• A natural relationship-builder with strong communication skills
• Able to work both collaboratively and independently
• Proactive in problem-solving with a genuine can-do attitude
• Always looking for ways to improve and optimise