Summary

The office manager is responsible for overseeing all administrative activity in an organized and professional manner in order to ensure a smooth running, well-structured office.  The office manager oversees the day-to-day activities of the office and employees, while handling any problems or conflicts in the most professional manner.  He/She directly participates in a mix of administrative and managerial duties.  The office manager assigns tasks to employees, assures work is done efficiently and in a timely manner, sets policies and standards, and ultimately is in charge of making sure office runs efficiently.

 * Office Manager’s responsibilities and duties vary based on the size of the office.  The larger the office, the more responsibilities an office manager will hold. *

Essential Functions

• Supervise employees while handling other related duties such as interviewing, hiring, orientation process, firing, demoting, promoting, training, performance evaluations, and personal problems.
• Assign duties and tasks, set goals and objectives for personnel, and establish work priority while supervising the process and rate of their work.
• Perform all necessary administrative tasks such as filing, answering phones, handling mail, sending correspondences, writing and proofreading documents, letters, and notices, and computer tasks such as data entry.
• Must be detail oriented, with strong organizational skills.
• Ensure smooth running of business with no problems or other factors that may jeopardize business flow.
• Plan, develop, and coordinate the execution of policies and standards.  Assure business is complying with appropriate employment laws and regulations.
• Make travel arrangements, set appointments, and arrange meetings.
• Monitor the office budget.
• Discuss and assist workers with resolving problems and/or concerns.
• Arrange activities, meetings, seminars, and workshops to develop employee morale and teamwork. 
• Process and maintain payroll time sheets, attendance cards, vacation/time-off forms, sick leave forms, and other related documents.
• Assist with problem solving and project planning of department.
• Oversee and maintain department records and inventories.
• Maintain bulletin board and ensure all personnel are aware of all important issues, new policies, new regulations, and any other pertinent information.
• Maintain and update employee handbook/manual, and be certain all employees are aware of any changes or updates.
• Bookkeeping and maintaining all business transactions is required.
• Handle and administer various company benefit programs.
• Must be resourceful and able to take initiative in a changing workplace environment.
• Order and maintain office supplies. 
• Conduct appraisals by organizing and carrying out performance reviews.
• Meet with senior manager or owner of business to discuss business needs, rate of growth, necessary changes, etc.
• Collect, review, and forwarding resumes to appropriate managers and interviewers. 
• Make plans for any necessary repairs or maintenance work.
• Comply with safe and health standards.  Be certain personnel are aware of such standards and prevention techniques.
• Promptly and accurately process invoice and credit notices.
• Maintain and record all customer statements and customer invoices.
• Maintain all office files in a timely and orderly manner.
• Responsible for working fund/petty cash.
• Greet visitors/customers and handle their needs or direct them to their destination.
• Create and maintain a neat, professional work atmosphere.
• Competent in computers in order to oversee and provide computer assistance to personnel in need.
• Perform miscellaneous job-related duties as assigned or necessary.

***This list is not exhaustive.  Employee is expected to carry out any other job-related activity as requested by supervisor. ***      

Essential Job Qualifications

An office manager must be a leader and a teacher in order to be successful in this position.  He/She must maintain a professional rapport with all employees and customers/clients, while making knowledgeable decisions about the business and workplace issues.  The balance of administrative and managerial duties undertaken will typically depend upon the size of organization an office manager works for.  All the above duties and any other additional duty assigned must be performed satisfactorily.  In the case of a handicap, company MUST and WILL make reasonable accommodations to perform the essential functions of the job. 

Education/Experience 

• High School degree required.  Bachelor’s degree preferred.
• Two years of experience in management, administration, or human resources required.  Plus one additional year in a related field that shows skills and competencies necessary for this position.
• Knowledge of effective management strategies and employee development.
• Knowledge and skilled in recruitment, training, disposition, supervision, evaluation, and discipline of support staff.
• Organizing and coordinating skills.
• Knowledge of finance, accounting, budgeting, and cost control procedures.
• Ability to identify problems within an office and to develop feasible solutions.
• Proficient and skilled in the use of computers and software applications, including Microsoft Word, Microsoft PowerPoint, and Microsoft Excel.
• Strong typing skills.
• Ability to gather information, conduct research, and write reports.
• Knowledge of workplace laws and regulations, and prevention of law suits in the workplace.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Excellent communication skills.  Capability of speaking in front of groups of people.
• Ability to provide efficient performance feedback to employees.
• Ability to supervise and train staff, while organizing, prioritizing, and scheduling work assignments.
• Ability to develop, establish, and maintain a cooperative work atmosphere with an efficient workflow.

Mental Effort

• Ability of multi-tasking.
• Capability of discovering work problems or potential for problems before they occur.
• Ability to quick think and make practical decisions quickly and efficiently.
• Ability to use discretion and professionalism in responding to inquiries and protecting confidential information and issues.
• Ability to understand and remember each employee’s talents and skills in order to distribute work equally and efficiently. 
• Competency of managing one’s own time while managing employees’ time.
• Ability to see the bigger picture, set goals, and achieve those goals.
• Competent in basic mathematics.

Physical Effort 

• Must be able to lift packages weighing up to 20 pounds.
• Ability to walk or stand frequently and maintain a smooth flowing, safe work environment.  (If handicap exists, manager must be able to move around with reasonable accommodations.)
• Must be able to use hands and fingers to feel, handle, or reach for objects.
• Ability to type for long periods of time.
• Ability to move around at a quick pace and multi-task.
• Normal hand eye coordination.

Work Environment 

• Normal temperature working environment.
• Moderate to little amount of noise in the work environment.
• Friendly, teamwork type of work environment.  
• Normal amount of overtime and extended work hours required.
• Reasonable accommodations may be made to the work environment for those with disabilities who can perform the essential functions of the job.