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Recruitment of an Office Manager

How we recruited an Office Manager for a property valuation and advisory group

Our client

Our client is one of the largest independent property valuation and advisory groups in Australia. They have been providing specialist valuation services for the past 50 years.

Location - Perth, WA
Industry - property valuation
Size - 100 employees

We applied our three-phase service delivery model for this recruitment drive.

How we recruit superstars

Video job advertisement

Social media algorithms favour videos over still content, so we create video advertisements for all vacancies to help source our candidates.

We take full advantage of this unique and highly effective form of candidate sourcing in order to reach the right candidate at the right time.

We post our videos on Twitter, LinkedIn and Facebook. They are posted on these platforms 10-20 times, based on relevance. Our videos typically receive over 1,000 views within the first 24 hours.

Job advertisement

We constantly refresh, rewrite and reformat our job advertisements to optimise the quality of applications received. Our approach is aggressive - we post around 20 advertisements for every permanent job. Advertisements are posted on:

Job boards - Seek, Adzuna, Glassdoor, Indeed and Jora
Social media - LinkedIn, Facebook and Twitter
11 Recruitment's website

On average, our advertisements receive over 100 applications and perform well above the market benchmark for Seek, shown in this graph.

Office Manager

Work in a professional organisation with a strong market reputation
Lead and inspire a dynamic, fast-paced and collaborative team
Oversee day-to-day functions of the office

The role

Your position will include supporting the Managing Director and providing additional support to the Residential and Commercial Directors, whilst managing all internal employees and overseeing the day-to-day functions of the office.

Office Management duties for this role will include:

Assisting in the smooth running of the office
Providing support to the Operations Manager and their team

HRM duties for this role will include:

Contributing to organisational development
Fostering a collaborative and supportive culture
Consulting with Directors / the MD with management strategies
Managing the recruitment process - including onboarding, induction, and exiting
Providing guidance and advice on remuneration packages and employee benefits
Identifying learning and development requirements in line with strategic business plans
Conducting performance and development reviews
Managing / monitoring employee compliance with policies and procedures
Managing the conflict management process

Administration duties for this role will include:

Conducting all meeting minutes
Managing stationery orders
Coordinating office functions, celebrations, and announcements

IT-related duties for this role will include:

Processing all Google Calendar notifications
Maintaining the asset register
Coordinating repairs and replacements
Allocating new devices to new and existing staff

About you

Experience in an Office Management / Human Resources Management (or equivalent) position
Proven experience in driving change for new initiatives
Ability to extend compassion and support to a large number of employees
Capacity to work within tight time constraints
Excellent communication skills
High attention to detail

About our client

Our client is one of the largest independent property valuation and advisory groups in Australia. They have been providing property solutions of superior quality for the past 50 years, and they are seeking an  Office Manager to provide generalist assistance to the team of 50 staff members.

Our client provides professional services for all classes of property. Their expertise is property valuations, property advisory, and quantity surveying. They are Australian owned and operated, and their vision is to be the most respected and trusted property advisory across Australia. 

If you are a supportive and compassionate Office Manager, we encourage you to apply today!

Assessment Matrix design

Our in-house designed, custom made software generates an Assessment Matrix, which is our blueprint for the recruitment process. Our process consists of screening, interviews, document verification, skills testing, personality profiling and reference checks.

Ticks indicate the point at which each criteria is addressed. More importance criteria are checked multiple times throughout the recruitment process.

Selection criteria	Screen	Interview	Docs.	Skill test	Profiling	Refs.
Education
Management / equivalent degree	✓		✓
Experience
HRM / office management	✓	✓				✓
New change initiatives - 50 staff	✓	✓				✓
Learning initiative development and implementation	✓	✓				✓
On-boarding, induction and exiting process management	✓	✓				✓
Performance / development reviews	✓	✓				✓
Cultural change knowledge	✓	✓				✓
Employee motivation / KPI introduction	✓	✓				✓
AR / AP financial report preparation	✓	✓				✓
Conflict management resolution	✓	✓				✓
Able to comfort employees with personal issues affecting work	✓	✓				✓
EA - advantageous	✓	✓				✓
Event planning - advantageous	✓	✓				✓
Other
Microsoft Office - advanced	✓			✓
Adobe software - intermediate	✓			✓
Spelling and grammar - excellent	✓			✓
Verify LinkedIn vs CV	✓	✓				✓
Accept expected salary ($85k)	✓	✓				✓
Previous warning of termination?	✓	✓				✓
Will you pass a drug test?	✓	✓				✓
Behaviour
Dominance - 35%		✓			✓
Influence - 32%		✓			✓
Steadiness - 59%		✓			✓
Compliance - 69%		✓			✓
Forms signed
Health / police check			✓
Signed document - tell the truth			✓
Docs verified
Driver’s licence	✓		✓
Citizen AU / NZ or PR	✓		✓

DISC profiling

Similar to people, jobs have their own behavioural profile that is based on duties, environment and communication. We create a profile for every job vacancy, enabling us to match an applicant's behaviour against that of a specific role.

We use DISC, which examines the following attributes:

Dominance - accomplishing results, the bottom line, confidence
Influence - persuading others, openness, dependability
Steadiness - cooperation, sincerity, dependability
Compliance - quality, accuracy, expertise

DISC profile - Office Manager

The role requires someone who is able to direct others in order to get the job done. Most likely however, they will need to have people working with them who are thorough when completing the detailed part of the job.

This type of person would need to have a resilient character, such that they can cope with the challenging aspects of the role that require strength of character and skill to adapt to do the job. That is not to say they would need to be unpleasant but rather simply be comfortable making what could be seen to be unpopular decisions.

Shortlisted candidates

Candidate A

Candidate B

Candidate C

Behavioural adaptation by candidates to match the job profile:

Candidate A

Candidate B

Candidate C

Results

Our aim is to produce a strong shortlist by sourcing widely. We measure every stage in our recruitment process to ensure we meet this key objective.

Our service comes with an extended 18-month replacement guarantee. This guarantee means our interests are mutually aligned - to recruit high achievers who will excel and stay.

Applications received

Interviewed by 11 Recruitment

Shortlisted

Interviewed by client

Hired

Feedback

"I have had the pleasure of working with Ashleigh as an employer on multiple occasions. She has always understood the brief perfectly.

She is extremely thorough in her process and is professional yet friendly, warm and approachable. She is in some ways an extension or our team.

I highly recommend Ashleigh, Christian and the 11 Recruitment team."

Maddy Ledger