Current Vacancies
Office Manager, Melbourne
Office Manager
Summary:
We are seeking an experienced Office Manager to oversee the daily operations of our office. The ideal candidate will be responsible for managing administrative tasks, ensuring the smooth running of the office, and providing support to staff members. The Office Manager will be the first point of contact for visitors and clients, and will be responsible for maintaining a professional and welcoming environment.
About ZEN Energy
ZEN stands for Zero Emissions Now. That is our call to action and arms for all those passionate about taking action to stop climate change and being part of Australia’s single greatest economy-wide change – the energy transformation. ZEN is accelerating Australia’s path to becoming a renewable energy Superpower and is Australia’s first energy company to have a near-term science-based emissions reduction target in line with limiting global warming by 1.5°C.
Role Responsibilities:
1. Workplace Health & Safety (WHS)
• Act as a member of the WHS Committee, ensuring compliance in the Melbourne office.
• Conduct daily and weekly safety inspections, identify hazards, and report potential risks.
• Perform quarterly office inspections, maintaining a safe work environment.
• Manage first aid and fire warden requirements, including coordinating training sessions.
• Ensure that all contractor safety documentation e.g. insurances comply with minimum standards
2. Facilities & Space Management
• Act as the tenant representative for building and emergency management.
• Oversee all building repairs, maintenance, and facilities management through the RACV Building Manager.
• Collaborate with the Adelaide Office Manager (and other ZEN offices) to ensure consistency in services and processes.
• Plan and coordinate office relocations, fit outs, and space optimization projects.
• Ensure that the office environment is orderly and well maintained.
• Assist the Sydney office with general office management requirements as needed.
• Coordinate office I.T equipment and asset management
• Manage Office access and security management during business and after hours
3. Events & Staff Engagement
• Serve as a member of the Social and Wellbeing Committee.
• Plan, coordinate, and execute internal and external meetings, as well as team-building activities.
• Assist in the organisation and smooth execution of company events.
• Organise catering as required.
• Ensure all meetings, events, conferences, board meetings are booked within specified budget.
4. Supplies & Inventory Management
• Monitor and maintain office kitchen and stationery supplies, ensuring stocks meet employee
needs.
• Review and manage procurement processes for supplies and services.
5. Collaboration & Support
• Support other departments with ad hoc tasks and special projects.
• Greeting and providing support to company visitors and issue visitors passes.
• Setting up appointments and managing meeting rooms.
• Assist the Group EAs with travel bookings as required.
• Establish and maintain relationships with internal teams and external vendors (landlord,
renovation company, property management company, travel agents and trade services, etc.)
• Recommend process improvements to create greater efficiencies in our projects, programs, and
day to day operations
7. General Office Administration
• Maintain accurate record-keeping and ensure documentation is up to date.
• Monitor compliance with company policies.
• Coordinate cross-functional tasks, supporting company-wide initiatives.
• Develop and implement office policies and Standard Operating Procedures.
• Responsible for mailing and shipping packages for the Melbourne office.
• Credit card reconciliation
• Track business expenses and prepare expense reports.
• Demonstrate effective communication, cooperation, coordination, and active participation with stakeholders at all levels.
As part of the ZEN team, you will be curious, have a bold imagination, strive to be your best in everything you can do and be ready to laugh and have fun at work.
Skills and Experience
• 3+ years of work experience in office/facility management roles.
• Highly organised Office Management skills.
• Ability to work both autonomously and in a collaborative team environment.
• Proven experience in office administration or management.
• Knowledge of WHS regulations and compliance procedures.
• Strong organizational and time-management skills.
• Proficiency in office software (e.g., Microsoft Office Suite, scheduling tools).
• Excellent communication and interpersonal abilities.
• Demonstrated ability to manage multiple tasks and projects simultaneously.
Interpersonal Capabilities
• You will engage collaboratively with stakeholders across the business and externally as well.
• Curiosity, imagination, enthusiasm & a sense of humour.
• A strong attention to detail, self-organisation, and ability to meet deadlines is important.
• You will be passionate about learning the issues relating to the energy industry, particularly in renewables.
• The ZEN values will sit well with you and reflect how you like to work.
Technical Capabilities
• Scheduling & Calendar Management: Efficient use of Outlook, Google Calendar, or scheduling apps.
• Facilities & Inventory Management: Familiarity with tools for managing building maintenance and office supplies
• Knowledge of travel platforms (e.g., Corporate Traveller).
• WHS Compliance: Experience with safety tracking
• IT & Troubleshooting: Basic technical skills for resolving minor IT issues and managing office equipment.
• Document & Records Management: Proficiency in systems like SharePoint or DocuSign for handling documents securely.
• Digital Security Awareness: Understanding cybersecurity practices to safeguard office systems and data
Details:
Location: on-site, Melbourne VIC 3000
Start Date: Flexible
Permanent, part-time 4-days per week (0.8)
Salary: $85-95k plus super – full time equivalent
Why ZEN?
Paid Wellbeing and Volunteer Leave
Access to Employee Assistance programs, Professional Development, and Mentorship programs
Interested but not sure if you have the skills? We hope you’ll still apply.
Due to the volume of applications we cannot guarantee individual requests for application updates and feedback.
Part-time
Permanent
Associate
85,000 – 95,000 AUD
I like working at ZEN because I feel empowered and encouraged to contribute to positive change for a sustainable future in Australia.
More than anywhere else, I feel part of a team that is united by the same purpose.
Diversity to me is about diverse thought, opinions, perspectives, and insight. Healthy debate, alternative viewpoints, opening a window to let the fresh air in! Being open to learning from others is the path to true joy – one of ZEN’s core values.
We’re in a time of great transformation. A time that requires all of us to innovate, to be agile, to take risks, and to be willing to invest in our future. Innovation, creativity, and industriousness is in the very DNA of Australians. And it is these very strengths that drive the success of ZEN Energy.
ZEN’s focus is on solutions that will secure a healthy, renewable future for all.
FAQS
The change that we want to make starts with our people. We abide by a set of robust and straightforward values:
- Bring ideas, curiosity and an open mind to everything.
- We deliver on our commitments and strive to lead in all we do.
- We laugh and bring joy to each other.
We currently have offices in Adelaide, Sydney and Melbourne, with business support capabilities in Brisbane. We are constantly expanding our client and partner base and are focused on growing throughout Australia.
We are proud of our culture and our conduct.
We have a very clear policy and code of conduct. This code covers the need to act ethically in all our business dealings, in the communities we serve, our customers, suppliers, governments, and governing bodies.
Our code of conduct stipulates the need to act ethically in our dealings. It requires “honesty, respect, fairness and a courteous manner in all dealings with customers, clients, co-workers, suppliers, management and the general public;.”
Every team member is required to accept our code of conduct before commencing employment with the business. Any breach of this code is regarded as a breach of the employment contract.