21 Oct The Role Of An Office Manager Explained
It’s hard to focus on your area of expertise if you’re constantly pulled away to answer the phone, order printer ink, manage files, organize payroll, or perform any number of important tasks required in every office.
A skilled office manager can handle these tasks and more, allowing you and the rest of your staff to focus on what you do best.
Office managers are responsible for keeping an office running smoothly and overseeing administrative support. Office manager duties and responsibilities usually include overseeing administrative staff members, receiving and directing visitors, and handling or delegating basic office tasks. The job can range widely in duties and responsibilities, from reception, copy editing and support, to handling a specific type of paperwork or filing for a specific department.
A qualified office manager also has experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.
Duties and Responsibilities:
- Schedule meetings and appointments
- Organize the office layout and order stationery and equipment
- Maintain the office condition and arrange necessary repairs
- Partner with HR to update and maintain office policies as necessary
- Organize office operations and procedures
- Coordinate with IT department on all office equipment
- Ensure that all items are invoiced and paid on time
- Manage contract and price negotiations with office vendors, service providers and office lease
- Manage office G&A budget, ensure accurate and timely reporting
- Provide general support to visitors
- Assist in the onboarding process for new hires
- Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
- Liaise with facility management vendors, including cleaning, catering and security services
- Plan in-house or off-site activities, like parties, celebrations and conferences
- Organize meetings and manage databases
- Book transport and accommodation
- Organize company events or conferences
- Deal with correspondence, complaints and queries
- Prepare letters, presentations and reports
- Supervise and monitor the work of administrative staff
- Organize induction programmes for new employees
- Ensure that health and safety policies are up to date
- Attend meetings with senior management
- Assist the organisation’s HR function by keeping personnel records up to date, arranging interviews and so on.
- A degree can sometimes be beneficial and this career is open to graduates from all degree disciplines. However, many employers do not specify academic qualifications as a requirement, instead stressing the importance of:
- Experience in an administrative role
- Knowledge of software packages
- Good interpersonal and time management skills.
- Hands on experience with office machines (e.g. fax machines and printers)
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environment
- A creative mind with an ability to suggest improvements
- Reliability and discretion: you will often learn of confidential matters
- Communication, negotiation and relationship-building skills
- Organisational skills
- Problem solving skills
- Leadership and the ability to ‘make things happen’
- Budgeting skills
- Attention to detail
Riveter Consulting Group seeks out and retains exceptional individuals with a proven track record. If you want to hire an Office Manager for your business and don’t know exactly where to get started, get started by filling out our contact page, or, call us at 1 855-444-2515 to tell us more about your needs and get advice about the next steps from one of our friendly staffing experts.