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The Office Manager Job Description Sample

This Office Manager job description helps candidates understand the duties, responsibilities, skills, and competencies necessary for success in the role. Recruiters often customize these criteria to attract suitable candidates for these positions.

Office Manager Job Responsibilities

The Office Manager will be responsible for supporting company operations by maintaining office systems and supervising staff. This includes organizing office operations and procedures, managing correspondence, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions.

 

Position:         Office Managers

 

Division:         Operations

 

Reports:         Managing Director

 

The Office Manager’s duties include:

• Supervising all administrative functions necessary for the operation of the department, including interviewing applicants, selecting new assistants, and coordinating their assignments.
• Maintaining accurate payroll records, payroll certifications, and personnel action forms for all department employees.
• Coordinating the maintenance of leave records for all employees and management.
• Sending weekly reports to the payroll department.
• Preparing all recruiting and hiring records for the department.
• Handling all travel requests, travel reimbursement requests, short invoices, requisitions, work orders, and purchase orders.
• Ordering all necessary materials and supplies for employees and management on a quarterly basis.
• Setting up and maintaining all official records and files, including administrative files, forms, correspondence, and memos, as needed.
• Assigning workloads and priorities to ensure that deadlines are met in a timely manner.
• Supervising the security of all files, including personnel files of employees.
• Opening and closing the four offices in use.
• Ensuring the security of each office, maintaining telephone coverage, and routing messages and visitors.
• Supervising incoming and outgoing mail, including faxes and emails.
• Being responsible for annual and quarterly reports, promotion papers, and employee evaluations.
• Handling replies to routine inquiries from employees, customers, and the community.
• Referring non-routine items to the appropriate persons or managers, including phone responses and initiating correspondence for the manager’s signature.
• The office managers are responsible for effectively coordinating meetings and other office events. They should be comfortable answering inbound phone calls, distributing mail to employees, and handling outgoing mail.
• Maintaining office services by organizing office operations and procedures, preparing payroll, controlling correspondence, designing filing systems, and assigning and monitoring clerical functions.
• Ensuring office efficiency by planning and implementing office systems.
• Designing and implementing office policies by establishing standards and procedures.
• Measuring results against standards and making necessary adjustments.
• Scheduling meetings and appointments within the office.
• Organizing the office layout and ordering stationery and equipment.
• Maintaining office conditions and arranging for necessary repairs.
• Contributing to team efforts by accomplishing related results as needed.

Key Relationships of the Office Manager

• Staffs
• Visitors
• Customer Service personnel
• Head of Departments
• The Receptionist

Key Job Measures:

Assisting with company operations by managing office systems and overseeing staff.

 

Required Skills

• Attention to detail.
• Problem-solving.
• Excellent leadership and communication skills.
• Leadership Skills.
• Time Management
• Analytical Skills.
• Decision-Making Skills
• Ability to multitask
• Supply Management & Informing Others.
• Reporting Skills.
• Managing process.
• Decision-making skills

 

Salary of an Office Manager

This varies among organizations but typically ranges from $500 to $1200, excluding additional benefits such as an official car, health insurance for the manager, spouse, and four children, a spouse allowance, and other perks.

 

Educational Requirements

• Holder of a first degree and an additional professional qualification
• Experienced in administrative and clerical work with proficiency in the Microsoft Office suite.
• A results-driven professional with a proven record of achievements and a strong work ethic.

 

Job Descriptions In Nigeria, Office Jobs descriptions

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