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.