What are the key duties, roles, and responsibilities of office managers? Here is a comprehensive write-up of the office manager job description. Read on!
Office manager job description
The definition of office manager is as follows “Office manager is a person responsible for ensuring an office runs smoothly and provide required administrative support.” An office manager’s job description can vary widely.
They can work in the reception, provide copy editing and support, handle paperwork or the filing for a specific department. In this blog, we attempt to answer what does an office manager does? And what are the duties of an office manager?
Office manager job description
Office managers are essential for the smooth running of an office. They organize and coordinate office administration procedures for maximum effectiveness, efficiency, and safety within the organization. An executive office manager job description includes developing intra-office communication protocols, streamlining administrative procedures, and task delegation.
The office manager sample job description is as follows,
At [company], smooth processes and systems are vital to our success. We require an office manager with excellent organizing skills and a personable temperament. The ideal candidate should be able to roll with the punches and remain flexible and handle a variety of situations.
You need to provide support to the company operation, maintain and create procedures, commutation, and safety. You will help to optimize operational efficiency and help create a pleasant work environment. They need to be energetic professionals and be adept at multi-tasking. The office manager job description is as follows,
- Oversee and support all administrative duties in the office and ensure the office operates smoothly.
- Maintain office supplies inventory and place orders when required.
- Perform receptionist duties – greet visitors and answer and direct calls.
- Develop office policies and procedures and ensure they are implemented properly.
- Be involved in office layout planning and maintain IT infrastructure
- Manage office budget
- Identify opportunities for process and office management improvement.
- Provide the necessary administrative support.
Office manager duties
Office managers usually perform a range of tasks daily to ensure the smooth functioning of an office. The office manager’s duties can defer depending on the size of the business and type of company. The duties of office manager can be divided into the following categories,
1. Staff management and payroll
- Recruit and select new candidates
- Prepare required paperwork during hiring or firing of candidates
- Work with HR and organize training programs
- Motivate, mentor, and coach staff
- Maintain employee personal files and staff attendance records.
- Monitor and record employee work hours and overtime
- Monitor sick and vacation days.
- Calculate benefits.
- Write paychecks
2. Accounting – The office manager’s duties include monitoring the office budget. This includes,
- Monitor and record office expenses
- Prepare expenses reports and perform account reconciliation
- Maintain bookkeeping system through monthly financial reports
- Process account receivable and payable.
- Follow-up on overdue accounts
- Manage petty cash.
3. Secretarial – the office managers perform various secretarial task like-
- Organize appointments and meetings
- Maintain calendars and schedules
- Make travel arrangement
- Prepare and distribute minutes of meetings and correspondence.
- Arrange and prepare presentations.
- Compile and prepare special reports
- The answer, screen, and direct incoming calls.
4. Data Management – the office manager duties include maintaining office database,
- Create, maintain, and update database
- Ensure data security
5. Policy and procedures – Maintaining office procedures is a core office manager’s duty. This includes,
- Evaluate existing procedures and suggest improvements.
- Design and implement improvements
- Prepare material describing office procedure
- Communicate changes in procedures to the staff
- Ensure staff members follow procedures laid down by manual.
6. Customer service
- Handle customer inquiries and complaints
- Process customer requests
- Update customer records
7. General office Management – General office management helps to ensure smooth functioning of the office. Office manager duties in this area are,
- Maintain and upkeep office furniture
- Organize repairs and upgrades
- Negotiate and draft contracts for maintenance contracts
- Ensure utility bills are paid
- Maintain office supplies
- Research and shortlist vendors
- Work with the IT department to resolve problems.
Also Read: New Hire Orientation | A complete guide
Responsibilities of an office manager
The responsibilities of an office manager are as follows,
- The core office manager job description is to support company operations to sustain office systems and supervise staff.
- Maintain office services by organizing office operations and procedures. They prepare payroll, control correspondence, design filing systems, review and approve supply requisitions, and monitor clerical functions.
- Provides historical references for defining procedures for retention, protection, retrieval, transfer, and disposal of records.
- Maintains and improves office efficiency by planning and implementing office systems, layouts, and equipment procurement.
- Work with the IT department to ensure software systems are updated.
- Designs and implements office policies by establishing standards and procedures and making adjustments if required.
- Ensure office equipment are in working order and call vendors to carry out repairs when required.
- Partners with HR in recruiting, orienting, and training employees.
- Work with the HR department in drafting, maintaining, and updating HR policy.
- The office manager’s responsibilities include maintain office staff job results by coaching, counseling, and disciplining employees, and maintain, monitoring, and appraising job results.
- Achieve financial objectives by preparing the annual budget, schedule expenditure, analyze variables, and initiate corrective actions when required.
- Address issues regarding office management.
- Negotiate and draft contracts with office vendors, service providers, and office lease.
- Ensure the vendors are paid in time.
- Schedule appointments and meetings.
- Liaison with facility management vendors (cleaning, catering, and security to ensure the office runs smoothly).
- Keep the management informed by reviewing and analyzing special reports, summarizing information, and identify the trends.
- Completes operational requirements by scheduling and assigning employees with tasks and follow-up when required.
- Provide general support to visitors.
- Plan in-house, off-site activities like parties, celebrations, and events.
Office manager skills
The top office manager skills you should look for are,
- Decision-making – Decision-making is part of the office manager job description. They need to priorities their decisions. They need to identify problems and have the ability to find solutions.
- Process Management – Office managers need to develop and maintain processes to help your business move forward effectively. To manage operations effectively, office managers should have an analytical mindset. They need to look for ways to improve the efficiency of business processes.
- Attention to detail – A good office manager will make things look seamless. The office manager job description is varied from organizing large suppliers, negotiating deals with suppliers, to taking care of maintenance issues in the office. The office manager needs to pay close attention to detail
- Flexibility – The job description for office managers requires them to handle many variables. They must calmly tackle urgent questions asked by their colleagues. They need to work towards building office culture. They must remain flexible and learn to handle multiple variables.
- Leadership – Leadership is an important office manager skill. They need to take carry the organization and add value to their organization.
- Communication – Communication is a critical skill. They need to be able to cut through the noise and get to the heart of the issue. Business office manager job description requires them to communicate effectively with employees from diverse backgrounds and management levels.
- Tech-Savvy – Office managers should be able to use the latest office equipment, apps, and technology used in the office.
- Business Acumen – Understanding how business works and make decisions based on the business objectives of your firm. They need to have a broad understanding of finance.
- Collaborative – Office managers need to work together with their executives, share ideas and opinions, and work together.
- Prioritization – Office managers need to prioritize while handling everyone’s issues. They need to make their decisions based on the need of the organization.
Office manager qualifications
There are no firm rules about office manager qualifications. Part of the job description of an office manager is communicating effectively. The manager must be proficient in English and be able to communicate effectively in writing and orally.
The office manager should be aware of office organization, accounting and accountancy knowledge, nature of the business and business environment. As per the office manager job descriptions are expected to be well trained in office system and procedures, office machines and equipment, and data processing.
Most entry-level office managers have a Bachelor of Business (Management), accounting, or related fields. There are no mandatory certifications for office managers. Some professional certifications for office manager are,
- The International Facility Management Association (IFMA)
- The Institute of Certified Record Managers (ICRM)
- The ARMA International
Office manager role and job titles
Objectives of office manager role,
- Oversee the guest experience and ensure everyone coming to the office has a pleasant and friendly experience.
- Ensure peak organizational operations and provide preventive measures by identifying and red flagging issues.
- Coordinate internal and external resources and cultivate a relationship with vendors.
- Oversea office interactions, respond to questions and requests.
Office managers can work in different settings
- Real estate office manager
- Hospital office manager
- Home health office manager
- Financial organization
- Local authorities
- Small business
The job title of office manager role,
- Entry-level – Entry-level administrative assistant, administrative intern, Junior administrative assistant.
- Individual Contributors – Administrative Coordinator, Administrative Specialist, Administrative Analyst, Virtual Assistant, Executive Assistant, Administrative Business Partner, Executive Business Partner, Typist, Data Entry Clerk, Office Manager
- Administrative Manager – Administrative Services Manager, Business Support Manager
- Director of Administration – Administrative Services Director, Administrative Director
- VP of Administration – Vice President of Finance & Operations, Chief of Staff
- Chief Administrative Officer – Chief Administration Officer, Head of Administration, Chief Business Officer