Office managers are great assets to any company. They make sure everything is running smoothly in a business and they oversee administrative support. Evidently, a skilled office manager can be a vital position in any company. Therefore, having a good job description of the position is key to finding the right talent. Below we’ve compiled everything you need to know when creating your office manager job description.
Keep reading to learn more about the position, as well as how to compile how to create a description that matches your company’s needs!
The Complete Guide to an Office Manager Job Description
The first thing any job description should have is a summary of the position. The summary should be a succinct paragraph or two that provides an overview of the company with a complete explanation of the position. Outline your expectations for the candidate so they can determine whether or not they will be a good fit for your office manager position. However, don’t provide too much information. Otherwise, you will sound redundant since you will also be providing a detailed list of the responsibilities in your office manager job description.
Office managers have many responsibilities, which can vary depending on the company they work for. Here is a list of responsibilities generally required for an office manager. However, make sure to add to the list any responsibilities specific to your business.
- Supervise and monitor administrative staff
- Organize meetings, conferences, and company events
- Prepare reports and presentations
- Manage office budgets
- Implement and delegate tasks and procedures
- Organize new employee onboarding
- Ensure policies are up-to-date
- Assist the HR department
- Manage employee schedules
- Order office supplies
- Prepare payroll
- Maintain communication with vendors, service providers, and landlords.
- Ensure office efficiency
- Stay updated on technical and professional information
One of the most important aspects of any job description is the kind of qualifications a candidate needs. This includes the type of degree, the amount of experience, and other educational responsibilities required to work at your company. While the role of office manager is one of many jobs that requires little to no experience at the starting level, certain qualifications are still desirable.
Here is a list of qualifications needed for an office manager:
- The level of Degree depends on the company. Some employers prefer candidates to have a bachelor’s degree, others an associate’s degree, and still, others don’t require a degree at all. Most employers will require a certificate or associate’s degree while preferring a bachelor’s.
- To determine what educational requirements you want your candidate to have, evaluate the types of responsibilities they will have in your company. Will they be conducting simple tasks, or is a higher level of education needed to conduct this type of work? Though most office managers will probably have a degree of some sort, it’s important to identify exactly what you want in a candidate when writing an office manager job description.
- Like the degree, experience also varies. To qualify to be an office manager, most employers want the candidate to have experience in a related field. It’s important to determine, however, how many years of experience you want your office manager to have. Most descriptions will state at least five years. However, it may vary depending on your company and what kind of tasks your office manager will be in charge of.
- Candidate must have advanced computer skills.
In addition to education and experience, every candidate must be proficient in certain skills. Though specific skills can vary depending on the company, we’ve provided a list of some of the major skills office managers will need. If he or she is lacking in any of these areas, they probably won’t be a good fit for your company.
- Can work in a fast-paced environment
- Excellent communication skills (verbal and written)
- Proficient in Microsoft Office suite
- Has excellent leadership skills
- Critical thinker
- A master at time-management
- A team player
- Good listener
- Good task delegator
Start the Process of Hiring Your Office Manager Today!
While you customize and make your office manager job description perfect for your opening position, you no doubt would like to find candidates to hire. The next step, of course, is to create office manager interview questions and then hire the candidate that perfectly aligns with your company.
One way to find qualified office managers that fit your company’s needs is by working with a staffing firm. Corporate Job Bank is one of the leading staffing agencies and can help you find the perfect office manager for your company. Contact them today for more information on administrative staffing solutions.