Office Manager

Working Schedule

• Office Managers work full-time jobs, typically indoors during normal business hours. 

Typical Duties

• Manage and coordinate general and organizational administrative tasks
• Draft, send, receive, and reply to office correspondence, as necessary
• Process incoming and outgoing mail and deliveries
• Manage/route incoming calls or assist the receptionist with call handling
• Keep track of supply inventories; reorder/restock when needed
• Use databases to input and retrieve data and run reports
• Oversee IT procurement processes
• Create physical and digital records management file systems; ensure proper safeguarding of sensitive information 
• Help with calendaring, travel and lodging arrangements, filing reimbursement for expenses, etc. 
• Manage office budgets; track and forecast expenses; verify credit card purchases and reconcile monthly billing statements 
• Reserve and prepare rooms for meetings. Ensure equipment is tested and ready to use (such as speakerphones, microphones, laptops, projectors, presentation pointers, and other IT or audiovisual equipment) 
• Assist with planning organizational events, including ordering sufficient catering, or sending out parking permits and providing directions to external attendees, etc. 
• Establish contracts with vendors and service providers; review invoices for accuracy 
• Oversee facility maintenance work and groundskeeping; ensure workplace safety policies are distributed and adhered to
• Implement office physical safety and security procedures, such as fire and emergency response plans

Additional Responsibilities

• Write and revise general and specific office policies and processes
• Assist with recruiting, interviewing, and hiring new staff
• Supervise applicable staff; provide training and feedback 
• Establish schedules; approve paid time off; resolve interpersonal disputes 
• Listen to employee concerns and assist with finding resolutions 
• Assist employees with workers' compensation claims, as required

Soft Skills

• Accuracy 
• Adaptable
• Attention to detail
• Communication skills 
• Confidentiality
• Customer service 
• Detail-oriented
• Independent 
• Initiative
• Leadership and supervisory skills
• Methodical 
• Multitasking
• Monitoring
• Organized
• Patience
• Problem-solving
• Reliable 
• Scheduling
• Sound judgment and decision-making
• Time management 

Technical Skills

• Budgeting and financial tracking 
• Facilities management principles
• General fire safety and emergency response 
• Human resources management 
• Inventory control
• IT procurement
• Knowledge of office management procedures
• Proficiency in office software and equipment (i.e., computers, printer/scanner/copiers, multi-line phones, audiovisual equipment, presentation equipment) 
• Records management

• Construction and engineering firms
• Convention centers
• Corporations
• Educational institutions
• Financial institutions
• Governmental agencies
• Hotels
• Law firms
• Media and publishing companies
• Medical facilities 
• Non-profits
• Private companies
• Real estate agencies
• Recreational facilities
• Religious organizations
• Research institutions
• Retail stores
• Small businesses and startups
• Transportation and utilities companies

Picture an efficiently running office, from timely emails to well-coordinated meetings. At its core is an Office Manager, the linchpin who juggles multiple roles ranging from administration to IT! And while the job certainly can come with a lot of stress, it doesn’t always come with an equal amount of recognition. 

Office Managers are expected to guide processes and tasks, manage diverse teams, and hold things together…often without anyone realizing how vital their role is! 

They have to stay flexible and ready to tackle new challenges without much preparation time. When things don’t go according to plan, it might be up to the Office Manager to work late or come in on the weekend to get a process or project back on track!

In the evolving world of office management, keeping up to date is vital! Remote work management is a major trend, with large parts of the American labor force now working from home. Office Managers have adapted in order to oversee remote teams and ensure workers keep up with tasks while staying motivated. 

AI and other automation tools are revolutionizing the way countless tasks are handled, keeping Office Managers busy as they learn, implement, and train others on these new methods of doing things. 

Meanwhile, in every industry there’s an increased emphasis on sustainable practices, so Office Managers are trying to help organizations stay as paperless as possible. These are just a few of the trends impacting this dynamic career field! 

Office Managers tend to be highly organized individuals capable of multitasking and staying focused. They may develop these skills from an early age, perhaps through school activities or due to being given responsibilities and chores at home. They usually have great leadership and management skills, which can develop through extracurricular activities such as playing team sports, for example!