Office manager. Job Responsibilities

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

In the position of "Office Manager" most employers see an employee who performs a fairly wide range of duties. The purpose of introducing this unit into the staffing table is to ensure the smooth operation of the office or even several services responsible for this. If you need not an ordinary secretary who answers calls, receives mail and visitors, then, of course, an office manager is a leader, since this employee needs certain powers and authority. Without this, he will not be able to effectively fulfill the duties assigned to him.

As part of its main task, the list of duties that an office manager must perform should cover at least five areas. At the same time, it should be understood that the office is not a room where the boss sits, but a place where administrative and managerial functions are still performed. This means that their quality and deadlines will depend on how the work of the office manager will be built.

Managerial responsibilities. These include office planning, organizational structure, employee management, corporate culture, policy development.communication with counterparties and control over its observance.

Administrative functions. They cover the organization of office work, the establishment of relationships between services, the distribution of office space among employees.

Household duties. The office manager must organize the purchase of office equipment, stationery, consumables, and household equipment. In addition, he must ensure office cleaning, maintenance of office equipment, timely payment of utility bills, rent, etc.

Control duties. This area of activity includes conducting audits, revisions, inventory of material assets, documentation.

Reporting. They include the preparation of reporting documentation (information) for the manager.

Depending on the size of the organization, this employee may be a single executive with managerial authority (for small firms), or may head an entire department. At the same time, the head of the organization should understand that the desire to universalize employees, imputing things that lie within the competence of other services into their duties is not always justified. For example, you should not load such an employee with accounting, personnel management, etc. Such mixing usually negatively affects the quality of work. The reason for this lies in the fact that these responsibilities are much broader than the responsibilities of maintaining the office, they permeate the entire organization as a whole. Therefore, when writing a resume, an office manager must dofocus on work experience and skills in the above five areas of activity, rather than smearing them into too wide a range of duties, often not related to the operation of the office. At the same time, an employer looking for a qualified employee in this area should not forget why he needs this employee, and not put forward redundant requirements that are not related to the main function.