Office Manager
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| This job description outlines the tasks and responsibilities typical to office management jobs in most working environments. The job is multifaceted but the primary role of office management is to make it possible for other people to function effectively and efficiently. |
OFFICE MANAGER
General Purpose
Responsible for the organization and coordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency.
Main Job Tasks and Responsibilities
- assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff
- allocation of resources to enable task performance
- coordinate office staff activities to ensure maximum efficiency
- evaluate and manage staff performance
- recruit and select office staff
- organize orientation and training of new staff members
- coach and discipline office staff
- design and implement filing systems
- ensure filing systems are maintained and current
- establish procedures for record keeping
- monitor record keeping
- ensure security and confidentiality of data
- design and implement office policies and procedures
- ensure office policies and procedures are being adhered to
- analyse and monitor internal processes
- implement procedural and policy changes to improve operational efficiency
- prepare operational reports and schedules to ensure efficiency
- monitor and maintain office supplies inventory
- review and approve office supply acquisitions
- maintain a safe and secure working environment
- handle customer inquiries and complaints
- manage internal staff relations
Education and Experience
- a business degree or equivalent
- a high school diploma with a number of years administrative and supervisory experience
- knowledge of accounting, data and administrative management practices and procedures
- knowledge of clerical practices and procedures
- knowledge of human resources management practices and procedures
- knowledge of business and management principles
- computer skills and knowledge of office software packages
Key Competencies
- communication skills
- problem analysis and assessment
- judgment and problem solving
- decision making
- planning and organizing
- work and time management
- attention to detail and high level of accuracy
- delegation of authority and responsibility
- information gathering and monitoring
- coaching skills
- initiative
- integrity
- stress tolerance
- adaptability
- teamwork and collaboration
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