Job Description and Requirements Office manager.
The office manager job description will differ according to the business and organization. This job description for an office manager outlines the tasks and responsibilities typical to office management jobs in most working environments.
The job is multi-faceted but the primary role of the office manager is to make it possible for other employees to function effectively and efficiently.
Office Manager Job Responsibilities:
Supports company operations by maintaining office systems and supervising staff.
Balancing office budgets
Arranging travel, meetings and appointments
Ordering stationery and equipment (depending on how often staff nick it, this could be a regular thing)
Supervising and monitoring the work staff
Discussing problems with staff
Reporting to management
Reviewing and implementing the company's health and safety policy
Arranging training for staff
Office Manager Job Duties:
Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
Completes operational requirements by scheduling and assigning employees; following up on work results.
Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
Maintains office staff by recruiting, selecting, orienting, and training employees.
Maintains office staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
Contributes to team effort by accomplishing related results as needed.
Office Manager Skills and Qualifications:
Supply Management, Informing Others, Tracking Budget Expenses, Delegation, Staffing, Managing Processes, Supervision, Developing Standards, Promoting Process Improvement, Inventory Control, Reporting Skills
General Purpose
Responsible for the organization and co-ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency.
Main Job Tasks and Responsibilities assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff
allocate available resources to enable successful task performance
co-ordinate office staff activities to ensure maximum efficiency
evaluate and manage staff performance
recruit and select office staff
organize orientation and training of new staff members
coach, mentor and discipline office staff
design and implement filing systems
ensure filing systems are maintained and current
establish and monitor procedures for record keeping
ensure security, integrity and confidentiality of data
design and implement office policies and procedures
oversee adherence to office policies and procedures
analyse and monitor internal processes
implement procedural and policy changes to improve operational efficiency
prepare operational reports and schedules to ensure efficiency
co-ordinate schedules, appointments and bookings
monitor and maintain office supplies inventory
review and approve office supply acquisitions
handle customer inquiries and complaints
manage internal staff relations
maintain a safe and secure working environment
Education and Experience business degree or equivalent
high school diploma with a number of years administrative and supervisory experience
knowledge of accounting, data and administrative management practices and procedures
knowledge of clerical practices and procedures
knowledge of human resources management practices and procedures
knowledge of business and management principles
computer skills and knowledge of office software packages
Key Competencies communication skills problem analysis and assessment
judgment and problem solving
decision making
planning and organizing
work and time management
attention to detail and high level of accuracy
delegation of authority and responsibility
information gathering and monitoring
coaching skills
initiative
integrity
adaptability
teamwork and collaboration
