What Does an Office Manager Do?

/ by Pocketbook Agency

An office manager is the glue that holds the office and administrative staff together and ensures everything runs smoothly. They perform various critical tasks needed for the day-to-day operations of a business. Without an office manager, chaos and disorganization in the office are inevitable. 

An office manager job description can vary, but generally, they supervise staff, maintain organization, and delegate work to ensure the office operates successfully. Depending on the company size, there’s often a long list of duties and responsibilities of an office manager. In this article, we’ll answer the common question, what does an office manager do, including the needed skills to effectively complete the work. 

What Is an Office Manager?

An office manager is a professional who is responsible for the office of a business to ensure its successful operation. The profession involves creating, implementing, evaluating, and maintaining all processes and procedures in the office to sustain and improve its efficiency and productivity. This could be anything from restocking office supplies to coordinating new hires with human resources to greeting visitors. Adaptability is key for a good office manager.

Duties and Responsibilities of an Office Manager 

The exact duties completed by an office manager vary depending on the organization’s size and industry. As an office grows and its staff volume increases, some tasks are passed on to other team members, so that the office manager can focus on efficiency and productivity. Below are some of the common responsibilities of an office manager

Supervise staff

One of the primary responsibilities of an office manager is to supervise staff members, such as receptionists, administrative assistants, or other clerical positions to make sure they perform successfully. The office manager delegates work to the team and ensures all essential tasks get completed accurately and on time. They also work to create a positive work environment.

Order Supplies 

An office typically uses a lot of supplies daily. Maintaining sufficient inventory often falls on the office manager’s responsibility list. They shop with vendors to ensure the company buys the best products at a competitive rate. The office manager orders the supplies needed and manages the inventory. 

Staff Schedules

Office managers are primarily the ones handling staff schedules. Depending on the staff volume and industry, ensuring there are ample workers on the schedule at all times is time-consuming and requires attention to detail and strategic planning. 

Managing Office Budgets

All businesses operate off a budget. There is an allocated budget for all parts of the company’s functions. An office manager is often responsible for managing budgets and expenses, especially for office-related costs such as supplies, payroll, and utilities. 

Creating and Implementing Office Policies and Procedures 

An organization must have policies and procedures in place for successful operations. An office manager is responsible for ensuring team members follow the set rules and guidelines. The office manager ensures the company’s policies and procedures are up-to-date and that the staff is aware of them. 

Handling Customer Complaints

Office managers are responsible for ensuring clients are happy and cared for. When a customer has a complaint, the office manager must communicate with them to acknowledge their issues, handle any mistakes, and satisfy the clients’ needs.  

Maintain Office Equipment 

Most offices require a lot of equipment to operate successfully. The office’s tools and technology often require maintenance to remain in working order. The office manager is responsible for the upkeep of any equipment in the office, including scheduling appointments with outside vendors for repairs when needed.

Fix Problems 

Many office managers often find themselves on the repair side of problems. When team members make mistakes, it’s the office manager‘s responsibility to find workable solutions to fix the issues.

Required Skills of an Office Manager 

An office manager is responsible for many activities that ensure an office runs smoothly and efficiently. To handle the necessary duties, an office manager must have various soft and hard skills to perform successfully. Some of the essential skills of an office manager are: 

Communication skills Office managers communicate with a variety of people daily, including team members, executives, clients, and vendors. They must have excellent verbal and written communication skills since they talk in person, by phone, and by email. 

Problem-solving skills – Between regular office issues and employee-driven problems, an office manager is at the front line of solving problems quickly to resume normal operations. Great office managers have an exceptional ability to handle issues before causing office disruption. 

Management skills – The best office managers have fantastic management skills and the ability to delegate effectively. Office managers supervise a variety of employees, so keeping them productive, efficient, and happy takes some effort. Excellent office managers work hard and maintain a positive attitude even through stressful times, and they encourage the entire team to follow suit. They lead by example and acknowledge and reward team members for their wins.

Computer skills – As with many employees in an office, managers need computer skills to work effectively. Office managers need more advanced computer knowledge to get the essentials complete. They must have an excellent working knowledge of the standard programs used, such as Microsoft Office, CRM, bookkeeping tools, and other office software

Multitasking skills – An office manager spends much of their day being pulled in many directions. Juggling a variety of tasks at once takes some talent. Great office managers are excellent at multitasking and can get back on track after an interruption quickly. 

Decision-making skills – Exceptional decision-making skills are required for an office manager as they must make small choices to critical decisions for the office daily. The ability to pick the options that are best for the office is crucial. 

What Are the Qualities of a Great Office Manager?

Great office managers do what it takes for the office to operate to the best of its ability, customers are happy, and employees feel supported and appreciated. It takes the right individual with certain qualities to be an excellent office manager, such as:

 – Positive attitude

 – Encouraging 

 – Motivating 

 – Compassionate

 – Attention to detail 

 – Adaptable 

 – Structured

 – Organized

 – Patient 

 – Friendly 

What Are the Typical Qualifications for an Office Manager Role?

An office manager needs a high school diploma at least. Many companies require a bachelor’s degree in business or a related field for their office manager position. Some companies look more at experience than education and choose professionals with at least a few years of managerial experience. 

Many office managers advance their knowledge by taking online courses and obtaining certifications to increase their worth. Office managers must be proficient in Microsoft Word, Excel, and PowerPoint. 

Which Employers Hire Office Managers?

Typically any company with a few or more employees hire office managers to oversee the operations and handle the essential office duties. Some of the top employers of office managers are healthcare, financial, service businesses, manufacturers, media agencies, and corporate headquarters. 

What Is the Salary of an Office Manager?

An office manager‘s pay is based on a few things such as experience, education, the organization’s industry and size, and geographic location. A large company that’s profitable and doing well will compensate its office manager for handling operations successfully. On average, office managers make $98,890 annually

Common Mistakes of an Office Manager

Inexperienced or poor office managers often make mistakes, which some have a negative effect on the company. Experienced and successful office managers avoid these common mistakes:

 – Not leading by example – The office manager sets the tone for work ethic and productivity in the office as the entire team looks at them as the leader. Office managers must work hard and be cautious of their actions in the workplace. 

 – Micromanaging – Micromanaging employees isn’t effective, and can have a negative effect on the morale in the office. Great office managers delegate effectively and trust their team will produce. 

 – Manage negatively – An office manager who manages negatively always looks for faults in team members rather than the positives. Negatively managing a team leads to high employee turnover.

 – Lack of encouragement – Great office managers encourage their staff to do their best work by acknowledging their hard work and rewarding them for their wins. 

 – Failing to define goals – Goals are needed in the workplace, so everything has something they are working towards. Each employee should have a defined goal, as should each team. 

 – Poor communication – An office manager receives and delivers important information for the business. Poor communication leads to costly mistakes that cause a rippling effect throughout the office. Office managers must listen to employee feedback, so they feel heard and supported. 

Key Takeaway 

In short, the answer to the question, what does an office manager do daily, is anything it takes for the office to run smoothly and efficiently. Office managers supervise and delegate work to team members. They ensure employees are productive and have the tools they need to get their job done effectively. 

Office managers keep the office full of the supplies and equipment needed to operate. They keep the office organized and orderly. So, office managers are the glue holding the office together to keep the business producing and successful. 

Are you ready to start a career as an office manager, or are you looking to hire one? If so, contact the Pocketbook Agency today!

 

Sources:

What Education is Needed to Get a Business Office Manager Job? | Learn.org

Grow with Google | Online and in-person training programmes | Google

Administrative Services and Facilities Managers : Occupational Outlook Handbook | BLS

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What Does an Office Manager Do?
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