Office managers are the people who ensure the efficient functioning of an office. They do this through a range of administrative, financial, and managerial tasks. Exactly how much responsibility they have, and what they do on a daily basis, varies depending on the organisation they work for.
Here is a look at what a day in the life of an office manager entails:
The administrative duties of an office manager range from creating and maintaining filing systems to planning and implementing office systems. Other responsibilities include identifying the needs of the reception and kitchen areas, and ensuring that the required supplies are ordered and delivered. Sometimes, office managers may also be asked to assist with developing, implementing, and maintaining policies, procedures, and work schedules.
Particularly in smaller organisations, the office manager may be responsible for a variety of financial tasks. These often include monitoring and recording expenses, managing the petty cash, managing a budget, and following up on overdue accounts. When it comes to payroll, an office manager may be tasked with monitoring and recording working hours, handling leave applications, and assisting with tax returns, if these functions are not performed by the finance or HR departments.
The extent of an office manager’s managerial duties depends on the size and structure of the organisation. In general, they will be responsible for implementing, evaluating, and improving office procedures and communicating with employees regarding any changes to these procedures. They may also be responsible for supervising junior office admin staff.
In the absence of an HR department, the office manager may also be required to communicate with employees regarding all company policies and procedures. They may also be asked to assist with recruiting new employees, and may be responsible for their orientation.
Here are some of the skills and attributes an office manager needs to have:
- Discretion – when working with confidential information.
- Adaptability – for dealing with changing environments.
- Good communication and negotiation skills – for building relationships.
- Attention to detail – for accuracy and efficiency in a fast-paced environment.
- Problem solving skills – to deal with the unexpected problems that office managers may face.
Office managers are the individuals who ensure the smooth running of an office. They thrive in a busy environment, and they have the ability to work on a variety of activities at a time. This means that they need to be organised, and that they must have good problem solving skills. The role requires someone who is a good communicator, and who is passionate about administration and finance.