Office Manager Job Description: Top Duties and Qualifications

An Office Manager, or Office Supervisor, is in charge of running an office or department of a company. Their duties include managing the office budget, dealing with staff issues and establishing and maintaining policies and procedures. A job description for this position should highlight the role of the office manager as the person who keeps an office running smoothly while also enabling fellow employees to succeed in their roles. 

 

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Office Manager duties and responsibilities

Typical duties of an Office Manager include:

  • Managing employee schedules and potential conflicts
  • Taking inventory of office supplies and order more if needed
  • Helping establish and maintain office procedures
  • Assisting senior management team when needed
  • Dealing with staff recruitment
  • Attending seminars and training 

 

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Office Manager Job Description Examples:

 

Example 1

Salary Competitive + medical insurance – Immediate START. Company Description Indispensable Solutions specializes in service culture training and development for luxury retail, hospitality, fashion and private healthcare brands. The business launched in 2012 and is now looking to expand in the UK and internationally in the next 3 to 5 years. It is therefore now looking to recruit those with experience in internationally minded high growth businesses. Job brief We are looking for an Office manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. As office manager your responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience as a Front office manager or Office Administrator would be an advantage. A successful Office manager should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties. Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation. Responsibilities organising meetings and managing databases organising company events or conferences ordering stationery and furniture dealing with correspondence, complaints and queries preparing letters, presentations and reports managing office budgets liaising with staff, suppliers and clients implementing and maintaining procedures/office administrative systems organising induction programmes for new employees ensuring that health and safety policies are up to date using a range of software packages including Microsoft office and keynote attending meetings with senior management assisting the organisation’s HR function by keeping personnel records up to-date, arranging interviews and so on Requirements Proven experience as an Office manager, Front office manager or Senior Administrative assistant Knowledge of office administrator systems and procedures Proficiency in MS Office (MS Excel and MS Outlook, in particular) Excellent time management skills and ability to multi-task and prioritize work 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

Example 2

Alford Medical Practice 2 Gordon Road Alford AB33 8FL Office Manager (37 hours per week over 5 days) We are a friendly, highly motivated, Medical Practice looking for an enthusiastic, reliable individual to become our Office Manager and help us maintain the high level of care provided to our patients. The successful candidate will ideally have previous NHS experience, excellent administration and communication skills and be an adept team leader. This is an exciting opportunity for someone with relevant General Practice experience to move into a supervisory role, however, medical experience is not essential as training will be provided to the right candidate who has previous supervisory experience within a different field. Experience of working in a busy reception area and a working knowledge of IT are essential as is the ability to work as part of a small close knit team. Duties will involve working in Reception as well as managing non-clinical staff to ensure the delivery of a quality service across the practice, including IT (Vision and Docman), financial and organisational management and the implementation of practice policies and procedures. It is essential that candidates can demonstrate a willingness to learn and integrate quickly into the role. Every opportunity for training will be provided to help the person appointed develop the necessary skills and knowledge to undertake the role. Communication, pro-activity and team working are all essential skills required to successfully fulfil this role. You should be able to prioritise your own workload and have experience and confidence in dealing with patients and colleagues alike. The hours will be 37 per week to be worked over 5 days, Monday to Friday, however, flexibility will be required to cover annual leave and sickness absence. Salary is dependent on experience. For a job description and application form, please contact: - Shirley Mann, Practice Manager email – telephone – [phone number]3 The closing date for applications is Wednesday, 16 June 2021 Interviews will take place via Microsoft Teams on Monday, 21 June 2021

Example 3

The Merchant Hotel is a sumptuous 5* Red Star hotel situated in the heart of Belfast city centre's historic Cathedral Quarter, the grandeur of the original Grade A listed building is complemented by an elegant Art Deco inspired wing with a multitude of exciting amenities. These include a stunning luxury spa, a rooftop gymnasium with panoramic city views, a dedicated meeting and events suite and a fabulous jazz bar. *We are currently recruiting for an Assistant Front Office Manager **to join our Front Office team reporting to the Front Office Manager.* *The Role will involve: * * Managing the Front Office operations, Reception, Switchboard, Reservations and Concierge, ensuring delivery of exceptional guest service from each area. * Overseeing the guest journey pre and post stay and following up with guest complaints and comments. * Assisting with the development and achievement of sales targets in line with annual budget. * Ensuring adequate resource planning and effective recruitment & training of front office team members. * Setting and reviewing departmental objectives for the team and providing continuous employee feedback through appraisal process and job chats. * Ensuring all customer enquiries and requests for bookings are dealt with promptly, courteously and efficiently * Identifying, communicating and action all sales leads. * Maximising sales through up-selling, using incentives and promotions. *The essential criteria for this position: * * Supervisory experience within Front Office role with reception experience at a 5 Star level, demonstrating business and industry awareness. * Must be courteous and focused on providing a consistently high standard of customer service. * Must be standards driven and with the ability to organise and plan ahead. * Must have the ability to lead, multi-task, and make sound decisions in fast-paced environment. * The successful candidate must be fully flexible as the role will involve evenings and weekend shifts *The Merchant Hotel offers staff: * * 29 days annual leave including your birthday off * Extensive training * paid breaks * competitive salary * Beannchor group discount * Christmas raffle * Full Uniform * Seasonal parties Job Type: Permanent Salary: From £20,000.00 per year Benefits: * Company events * Company pension * Discounted or free food * Employee discount * Flexible schedule Schedule: * 8 hour shift Work remotely: * No

What does an Office Manager do?

In general, an Office Manager is responsible for the many clerical tasks needed to make an office succeed. However, an Office Manager’s exact role depends on the type of office they manage. For example, a manager of a law office will have different abilities and areas of expertise than a manager of an office that focuses on sales. 

 

Office Manager skills and qualifications

In terms of schooling and experience, Office Manager candidates should have the education, certification and technical skills needed to thrive in your particular office environment. Most Office Managers will need to have the following skills:

  • An HNC or 2 to 3 A Levels, especially in Maths and English
  • Proficiency in the software used in your office
  • Some experience with scheduling and payroll
  • Ability to learn on the job and adapt to changes
  • Excellent written and verbal communication 
  • Training in conflict resolution 

 

Office Manager experience requirements

Depending on the size and scope of an office, Office Manager candidates may need to have a wide range of experience. A manager responsible for a large and fast-paced office would benefit from having four or more years of experience. Meanwhile, someone in more of a Trainee Manager position may have less experience but be willing to grow and remain at the company for a few years. 

 

Office Manager education and training requirements

A starting Office Manager needs to have 4 or 5 GCSEs at grades 9 to 4, or an equivalent, such as an apprenticeship. Some offices may also require an Office Manager with specialised knowledge of computer software or technology. Outside of the training requirements specific to a company’s industry, there are no further general requirements associated with being an Office Manager.

 

Office Manager salary expectations

According to Indeed Salaries, the average salary for an Office Manager is £27,364 per year. This is usually dependent on experience, location and company size. The number of hours expected of the Office Manager may vary as well.

 

Job description samples for similar positions

There are many positions within the world of office management. Here are some samples for other jobs that may are similar in terms of responsibilities, education and skills: 

 

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Office Manager job description FAQs

 

What are the qualities of a good Office Manager?

When looking for an Office Manager, a candidate should be someone with exceptional professional skills who can work under pressure. Even smaller offices should try and find an employee that has a calm and pleasant demeanour as they will be the main source of information and regulation amongst employees. 

 

Who does an Office Manager report to?

It’s important to be clear about the chain of command in the job description. If the Office Manager will frequently report to senior management, be sure to write that a candidate should have good communication skills and can explain things well to different employees within an office hierarchy. If, however, an Office Manager needs to be more autonomous, write a description for a candidate who can work well on their own and is confident in their decision-making abilities. 

 

What makes a good Office Manager job description?

A good job description is clear about exactly what an office is looking for. The advertisement should clearly state the minimum requirements for the position before expanding on the desired qualities. Clarity about salary expectations and the working hours required for the position is also important for the candidate in their decision-making process. State whether this is a set position or a starting point where employees may be able to become a manager through promotion or additional training and schooling. 

 

Do Office Managers have different responsibilities in different industries?

Absolutely, and an advertisement needs to be clear about the type of office it is advertising for. More than just a difference of industry, a dental office will have many different procedures than that of a warehouse office. Make sure the candidate is generally familiar with the industry an office is associated with and any software and technology they will be asked to use.

Job Description Examples

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