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Office Manager Job Description Template

Use this Office Manager job description template to advertise the open roles for free using Longlist.io. You can use this template as a starting point, modify the requirements according the needs of your organization or the client you are hiring for.

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.

Responsibilities

  • Serve as the point person for office manager duties including:
    • Maintenance
    • Mailing
    • Supplies
    • Equipment
    • Bills
    • Errands
    • Shopping
  • Schedule meetings and appointments
  • Organize the office layout and order stationery and equipment
  • Maintain the office condition and arrange necessary repairs
  • Partner with HR to update and maintain office policies as necessary
  • Organize office operations and procedures
  • Coordinate with IT department on all office equipment
  • Ensure that all items are invoiced and paid on time
  • Manage contract and price negotiations with office vendors, service providers and office lease
  • Manage office G&A budget, ensure accurate and timely reporting
  • Provide general support to visitors
  • Assist in the onboarding process for new hires
  • Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
  • Liaise with facility management vendors, including cleaning, catering and security services
  • Plan in-house or off-site activities, like parties, celebrations and conferences

Requirements

  • Proven experience as an Office Manager, Front Office Manager or Administrative Assistant
  • Knowledge of Office Administrator responsibilities, systems and procedures
  • Proficiency in MS Office (MS Excel and MS Outlook, in particular)
  • Hands on experience with office machines (e.g. fax machines and printers)
  • Familiarity with email scheduling tools, like Email Scheduler and Boomerang
  • 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
  • High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

What does Office Manager do?

On a day to day basis, an Office Manager typically performs a variety of administrative and managerial tasks to ensure the smooth running of an office. Some of their regular duties may include:

  1. Managing office operations: Overseeing general office operations and ensuring that all administrative tasks are carried out efficiently. This may include managing supplies, equipment, and facilities.

  2. Coordination and scheduling: Arranging and coordinating meetings, appointments, and events. This may involve managing calendars and schedules of key personnel, as well as arranging travel and accommodations.

  3. Budgeting and expense management: Handling financial matters such as preparing and managing budgets, tracking expenses, and processing invoices and receipts.

  4. Supervising staff: Providing direction, guidance, and support to office support staff, including receptionists, administrative assistants, and clerical staff. This may involve assigning tasks, monitoring performance, and providing training and development opportunities.

  5. Communication and correspondence: Managing incoming and outgoing communications, including phone calls, emails, and written correspondence. They may also be responsible for maintaining and organizing office records and files.

  6. Office procedures and policies: Developing, implementing, and enforcing office procedures and policies to ensure efficiency, compliance, and adherence to organizational standards.

  7. Vendor and supplier management: Negotiating and managing relationships with external vendors and suppliers, such as maintenance services, contractors, office equipment providers, and service providers.

  8. Building and maintaining relationships: Building and maintaining positive relationships with internal and external stakeholders, including staff, clients, suppliers, and other business partners.

  9. Project management: Assisting in planning and coordinating special projects and initiatives, such as office relocations, renovations, or events.

  10. Problem-solving and troubleshooting: Addressing and resolving any issues or conflicts that may arise, both within the office and with external parties.

It's important to note that the specific duties of an Office Manager can vary depending on the size and nature of the organization they work for.

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