Office managers essentially ensure the smooth running of an office on a day-to-day basis and may manage a team of administrative or support staff. Responsibilities typically include: organising meetings and managing databases. Organising company events or conferences. Office Manager
Office management is a profession which refers to the design, implementation, evaluation, and maintenance of the process of work within an office or an organisation, in order to sustain and improve efficiency and productivity of the organisation.
Key To Master As An Office Manager
Office Managers just don’t go out and perform their responsibilities without making a professional draft. Good Office Managers always make sure to work to master the following five things.
- Planning:This step involves mapping out exactly how to achieve a particular goal. Say, for example, that the organisation’s goal is to improve company sales. The manager first needs to decide which steps are necessary to accomplish that goal. These steps may include increasing advertising, inventory, and sales staff. These necessary steps are brought into a plan. When the plan is in place, the manager can follow it to accomplish the goal of improving company sales.
- Organising: After a plan is in place, a manager needs to organise the team and materials according to the draft planned. Assigning work and granting authority are two important elements of organising.
- Staffing:After an office manager discerns the area’s needs, they may decide to hire staffing by recruiting, selecting, training, and developing employees. An office manager in a large organisation often works with the company’s human resources department to accomplish this goal.
- Leading:An office manager needs to do more than just plan, organise, and staff the team to achieve a goal. An Office Manager must also lead. Leading involves motivating, communicating, guiding, and encouraging. It requires the office manager to coach, assist and solve the problems with employees together.
- Controlling:After the other elements are in place, a manager’s job is not finished. An Office Manager needs to continuously check results against goals and take any corrective actions necessary to make sure that the area’s plans remain on track.
All managers at all levels of every organisation perform these functions, but the amount of time a manager spends on each one depends on both the level of management and the specific organisation.
Roles Performed By Office Managers
An Office Manager wears many hats. An office Manager is not only a team leader, but also a planner, organiser, cheerleader, coach, problem solver and decision maker, in short all rolled into one. And these are just a few of a manager’s roles.
In addition, office managers’ schedules are usually jam‐packed. Whether they are busy with employee meetings, unexpected problems or strategy sessions, managers often find little spare time on their calendars. And that doesn’t even include responding to e‐mails. Not everyone can be an office manager. Certain skills or abilities are required to translate knowledge into action that results in desired performance. Moreover, these skills help other employees become more productive. These skills fall under the following categories:
- Technical:This skill requires the ability to use a special proficiency or expertise to perform particular tasks. Accountants, engineers, market researchers and computer scientists, as examples, possess technical skills. Office Managers require these skills initially through formal education and then further develop them through training and job experience. Technical skills are most important at lower levels of management.
- Human:This skill demonstrates the ability to work well in cooperation with others. Human skills emerge in the workplace as a spirit of trust, enthusiasm and genuine involvement in interpersonal relationships. An office manager with good human skills has a high degree of self‐awareness and a capacity to understand or empathise with the feelings of others. Some office managers are naturally born with great human skills, while others improve their skills through classes or experience. No matter how human skills are acquired, they are critical for all office managers because of the highly interpersonal nature of managerial work.
- Conceptual:This skill calls for the ability to think analytically. Analytical skills enable office managers to break down problems into smaller parts, to see the relations among the parts and to recognise the implications of any one problem for others. As office managers assume ever‐higher responsibilities in organisations, they must deal with more ambiguous problems that have long‐term consequences. Again, office managers may acquire these skills initially through formal education and then further develop them by training and job experience. The higher the management level, the more important conceptual skills become.
Although all three categories contain skills essential for office managers, their relative importance tends to vary by level of managerial responsibility.
What Does An Office Manager Do?
Office Managers are responsible for the efficient functioning of an office through a range of administrative, financial and managerial tasks. The job can be very wide-ranging. Some of the responsibilities include:
- Scheduling meetings and managing databases
- Booking transport and accommodation services
- Organising company events or conferences
- Maintaining the office needs like stationary or furniture
- Dealing with correspondence, complaints and queries
- Preparing letters, presentations and reports
- Supervising the work of administrative staff
- Managing office budgets
- Dealing with staff, suppliers and clients
- Organising induction programs for new employees
- Ensuring health and safety policies are up to date
- Using a range of software packages
- Attending meetings with senior management
Qualifications And Training Required
A degree can sometimes be beneficial and this career is open to graduates from all degree disciplines. However, many employers do not specify academic qualifications as a requirement, instead stressing the importance of:
- Having an experience in the field of administrative role
- Knowledge of software packages
- Good interpersonal and time management skills
Key skills for Office Managers
- Reliability and discretion: As you need to learn some confidential matters
- Communication, negotiation and relationship building skills
- Organisational Skills
- IT Skills
- Problem Solving Skills
- Leadership and ability to make things happen
- Budgeting Skills
- Attention to details
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