In any organization, the role of an office manager is crucial for ensuring smooth day-to-day operations. Beyond simply managing office employees, office managers play a pivotal role in developing and implementing efficient procedures tailored to the organization’s needs. From overseeing administrative functions and maintaining financial records to supporting human resources tasks, office managers are versatile leaders adept at fostering a productive and organized workplace environment.
Job Duties Of An Office Manager
Managerial Duties
First and foremost the responsibility of an office manager is to, you guessed it, manage the office employees. The extent of an office manager's managerial responsibilities depends on your organization's industry, size, and structure. Typically, office managers are responsible for developing procedures and implementing, evaluating, improving, and communicating with the office workforce about those procedures. Office managers are often responsible for supervising junior admin, operations, and human resources staff.
Administrative Duties
Again the scope of admin duties greatly depends on the type of business an office manager is working for. Most positions involve developing and maintaining filing systems and record-keeping systems. Additional responsibilities include filling in for receptionists, managing supplies, and identifying & fulfilling the needs of various staff members. Scheduling, planning meetings, and maintaining a clean & safe work environment often fall under the scope of what an office manager is responsible for.
Financial & Human Resources Duties
Smaller companies often need office managers to wear many hats. This can often mean that office managers are required to manage expenses, budgets, petty cash, payroll, and billing. If a time tracking system is used, office managers will often be responsible for maintaining it. If the organization is small enough, there probably won't be an HR department. In this situation, the office manager may be responsible for handling new hire paperwork and communication of policies.
Required Skills & Experience Of An Office Manager
Due to the diverse nature of the work an office manager does, the required skills to succeed are also quite diverse. You'll often see job postings for office managers with required skills that read like a list of superhuman characteristics. Good communication skills are important.
Skills You'll Need To Succeed
- Good Communication
- Good Judgment
- Problem-Solving
- Quick Decision Making
- Time Management
- Attention to Detail
- Planning and Organization
- Good At Delegating
- Leadership & Coaching Ability
- Strong Initiative
- Good Moral Compass & Integrity
- Highly Adaptable
- Works Well With Teams
- Proficient in MS Office & Other Systems
- Capable Managing Budgets
- Knowledge of business and management principles
Experience Employers May Require
- Hiring Experience
- Supervising Staff
- Experience Developing Standards
- Managing Supplies & Inventory
- Process Improvement
- Accounting
- Administrative Experience
- Management Experience
- Clerical Experience
- Knowledge of HR Management
Who You’ll Work With As An Office Manager
There are so many companies with so much variety of employees there's no way to know for sure who you'll be working with while in an office manager role. It's fair to assume that you'll work closely with individuals in administrative, operational, and human resources roles. You may also work closely with sales and customer service staff.
- HR Assistant
- HR Generalist
- HR Coordinator
- Receptionist
- Office Assistant
- Administrative Assistant
- Office Coordinator
- Data Entry Associate
- Facilities Manager
- Marketing Assistant
- Operations Assistant
- Sales Representative
Common Mistakes
Micromanaging
It can be difficult to give up control. Avoid micromanaging your team to save yourself, and them a great deal of time and headaches. A good way to fix this is with feedback.
Not Providing or Being Receptive to Feedback
Giving constructive feedback on a regular basis helps employees understand what they can improve upon. Creating a process for giving and receiving feedback will help ease the tension of what might otherwise be seen as "complaining.”
Focusing on the Negative
When things are going well we can sometimes focus too much on the negative. Be sure to give credit where it's due and take time to focus on accomplishments.
Rushing Recruitment
You may feel a lot of pressure as the office manager to make a hire. Don't fold to this pressure. Make sure you're hiring the best you can find.
Giving Orders Instead of Leading
Being a boss is a lot different than being a leader. Lead by example and guide your team through the career landscape.
Not Listening
A lot of mistakes can happen just by simply not listening. As a leader, being a good listener is even more important.
Failing to Define Goals
Your team needs motivation. Without goals to achieve your team may lack motivation.
Misunderstanding Motivation
Not understanding what motivates your team can cause problems as well. Aside from the goals you set, individuals have their own motivations. Understanding your staff's personal, professional, and organizational goals & motivations will help you make better management decisions.
Being Too Friendly or Lacking Boundaries
It's easy to want to become friends with the people you work with. As the office manager, you need to be careful about personal boundaries. Going to happy hour with the team is a lot different than hanging out on the weekends. It's better to be too professional than too personal.
Not Making Time For Your Team
Make sure you treat your team when they succeed. Keeping an entire office happy requires recognition from management.
Open Door Policy
This can work for some workplaces but for the most part, it causes a decrease in productivity. A better policy is to have scheduled open door time or
Not Delegating
There are only so many hours in a day. Delegating everyday tasks will help you stay focused on managing the whole office.
Most Rewarding Aspects
As an office manager, you'll witness the individual development of each team member. As these employees learn and grow, you'll be a part of that. As the team develops new skills and accomplishes goals you share in those accomplishments. If you're able to master the skills necessary to be a great leader, your career as an office manager could be quite rewarding.
A Sample Day
- Get to the office before anyone else.
- Unlock the office doors.
- Make coffee or tea for the office. Make sure kitchen supplies are stocked.
- Straighten up the office if any messes were left from the previous workday.
- Check your voicemail & email.
- Plan & prepare for the day.
- Check for attendance. Take note of who's late.
- Briefly meet with the facilities manager to discuss urgent needs.
- Meet with assistants, receptionists, and other admin staff to discuss the day's tasks.
- Field incoming phone calls & requests.
- Manage time tracking & attendance systems
- Order supplies & manage inventory
- Distribute mail
- Make sure printers have paper & toner/ink.
- Troubleshoot problems with printers, copiers, phones, etc.
- Plan interviews for new hires.
- Sign for packages.
- Produce reports for existing customers/clients. Draft new contracts.
- Create presentations and management-level reports
- Training with new hires
- Scan the office for clutter. Clean and organize any messes.
- Plan ahead for tomorrow’s/next week’s tasks.
- Take more phone calls. Check your email again.
- Order lunch for the team.
- Purchase supplies, business cards, and marketing materials.
- Coordinate travel itinerary including rental cars and airfare.
- Take out the garbage & recycling.
- Check voicemail and email one last time.
- Turn off AC/Heat and lock up before leaving last.
Office managers are so vital to the day-to-day operations of a business. If you're looking for a new position as an office manager or if you're looking to hire a new office manager who can handle all these things and more, contact us.
