Office Manager Job Description

An office manager has a wide range of responsibilities to carry out. From supervising the work of the office staff, to designing and implementing the various policies of an office, an office manager's job depends upon the organization he is working with. His overall responsibility is to ensure the smooth running of an office. There are a lot of job openings for the post of an office manager, as all businesses and even government offices employ office managers to ensure that the office runs in a proper way.

Job Description

The job of an office manager varies depending upon the business he is working with. However, the typical responsibilities are as follows:

Supervisory Responsibilities: An office manager assigns and regulates clerical and secretarial functions. He delegates responsibilities among the staff and ensures that no staff member is overloaded with work. If that is the case, he either reshuffles the responsibilities of the various staff members or else recruits new staff. It is he who sees that the staff in his office are working properly. He determines the salaries and the working conditions of the employees in the office. An office manager evaluates and manages the performance of each employee and plays a crucial role in their promotion.

Recruitment and Training: When there is a need for more staff, it is the office manager who oversees the selection and recruitment procedure of the new candidates. It is his responsibility to train and orient the new employees about the office policies, procedures and equipment. An office manager devises training programs for the employees and makes arrangements for such sessions to be conducted. Sometimes he himself may be involved in conducting the training.

Maintain Office Records: An office manager designs filing systems and ensures that these systems are up to date. He lays down the procedures for maintaining records. He maintains the office budget and records all expenses. He has to ensure that personnel files are up to date and secure, and that transfer and disposal of records as per the retention schedules and policies are carried out effectively.

Role with the Senior Management: An office manager holds meetings with the senior management to review performance of the company and the staff. He delivers reports and presentations regarding the finances and the working of the office to the senior management. He is involved in the meetings that the management conducts about the organization's policies and the steps that it plans to take for its strategic development.

Other Responsibilities

• Ensuring that there is adequate supply of stationery and equipment.
• Updating health safety policies and ensuring that they are being adhered to.
• Handling customer complaints and inquiries.
• Resolve disputes in the office.

Qualifications and Skills Required

A college degree in business is required to get job as an office manager. Exposure to college coursework involving accounting, data processing and administrative management would be an added advantage while applying for the position of an office manager.

An office manager has to ensure that all the office policies are properly communicated to the staff. It his responsibility the resolve disputes that may arise among employees. To be able to do all this an office manager needs to be a good communicator and decision maker. As he has to draw up elaborate reports he should have strong communication skills. He should be good at multitasking and confident in project management. Knowledge of office software packages (Word, Excel, PowerPoint etc.) is also expected for such a job profile.

A career in office management is a great way to start one's career especially in the business world. Leadership qualities and the ability to multitask are just a few of the skills needed to be a good manager. The experience that one gains during his tenure as an office manager helps one to get promoted to higher executive positions.