Office Manager Job Description Sample, Duties, Tasks, and Responsibilities
What Does an Office Manager Do?
In many establishments, the office manager usually reports to the director of business operations and is responsible for providing managerial and administrative functions in support of the company’s operations.
His or her job description involves overseeing the day-to-day activities of the office by carrying out duties such as providing adequate support to staff and ensuring the management of office equipment and supplies to ensure they are always available in good condition for use.
They are also responsible for the smooth flow of work processes at the office.
To work effectively in this role, the individual must be a multitasker, with the ability to work on several requests simultaneously without losing focus.
For the fact that this position usually comes in contact with sensitive and confidential information that may be of critical and strategic nature, the manager must be one who can be trusted not to disclose such information to unauthorized persons.
The work also usually involves making presentations to senior level management, subordinates, and others, therefore, the manager should be able to create PowerPoint slides for such presentations.
The Office Manager Job Description Sample
Office managers perform various duties, tasks and responsibilities that are basically to achieve similar goals in organizations they work for.
However, due to peculiarity in work settings, the exact functions they perform for different organizations may vary slightly to reflect the major demand of the employer.
Here is a sample job description for the position of office manager, showing important tasks commonly performed in most companies by the individual in charge of office management:
- Responsible for creating PowerPoint slides and making presentations.
- Manage two executives’ schedules, calendars, and appointments.
- Responsible for managing office services by ensuring office operations and procedures are organized; correspondence are controlled; filing systems are designed; supply requisitions are reviewed and approved; and that clerical functions are properly assigned and monitored.
- Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers.
- Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems.
- Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office; ensure that results are measured against standards, while making necessary changes along the way.
- Allocate tasks and assignments to subordinates and monitor their performance.
- Perform review and analysis of special projects and keep the management properly informed.
- Determine current trends and provide a review to management to act on.
- Responsible for recruiting staff for the office and providing orientation and training to new employees.
- Ensure top performance of office staff by providing them adequate coaching and guidance, and enforcing appropriate discipline to erring employees; planning, supervising, and assessing employees’ job performance.
- Remain updated of technical and professional knowledge by attending educational workshops, joining professional associations and building networks with fellow professionals; and reviewing of industry publications.
- Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise.
- Participate actively in the planning and execution of company events, including outdoor events such as Happy Hours with Customers.
- Responsible for developing standards and promoting activities that enhance operational procedures.
Writing a resume for this position: information from the job description example shown above can be used in preparing the employment history section of an office manager resume.
The employment history section shows the employer the kind of duties and responsibilities you have carried out or are currently performing as a manager of an office. This answers the question of your competence for the job.
You don’t have to use the exact tasks and responsibilities above if they don’t apply to you, however, you can draw some ideas from them in writing that section.
Requirements – Qualities – Knowledge, Skills, and Abilities – for the Position of Office Manager
If you are aspiring to work as office manager, the following are skills, knowledge, and abilities to develop. These attributes are important because they help you gain employment, as most employers look out for them in applicants vying for the post, as well as to improve your performance on the job.
- Strong Skills for applying computers, reasoning analytically, managing projects, performing research, and managing records.
- Possession of diploma from High School or GED may be required; however, a Bachelor’s degree in a business related field is usually preferred.
- Experience of four or more years working in a corporate setting.
- Strong administrative skills, with proficiency working with personal computer applications, such as MS Word processing program, data management, spreadsheet, and desktop publishing applications.
- Ability to keep sensitive information confidential, plan and execute diverse tasks at the same time without supervision.
- Possess brilliant human relationship skills, in addition to being able to communicate orally and in writing.
Do you have experience working as an office manager? If you do, please share your job description in the comment section below, thanks: