The development of any company depends on good project implementation and good management. However, allocating resources is not always an easy task. This is why the role of the office manager is necessary, because, among other responsibilities, they must establish priorities.
Regardless of the size of the company, office managers have certain characteristics in common. They must manage resources, monitor employees‘ performance and analyze operations. In addition, if they can motivate and encourage the workforce in their area, they will become more productive and create a good organizational environment.
- An office manager position can also be called an office administrator or office coordinator. This depends on the size of the company and the hierarchy of ranks established.
- The office manager organizes projects, defines activities, assigns tasks and accompanies the team in its progress.
- The office manager must be a reliable person. He/she needs autonomy to manage the changes to be followed and to control the different projects.
What you should know about the office manager position
Whether you want to apply for an office manager position or your organization needs to hire one, there are certain details about this position that might interest you. Below you will find the list of most frequently asked questions about the office manager role.
Why is an office manager important within an organization?
As obvious as it may seem, an office manager leads. He/she is an authority figure within the organization who sets a certain pace of work. He/she is responsible for strategically defining planning, monitoring, and control objectives. In addition, he/she can be seen as a leadership role model who influences the workforce through his attitude and commitment.
A well-trained office manager will surely manage to integrate resources effectively, avoiding wasting time. In addition to being professional, the person who occupies this position must be aware of his/her position, since many may take him/her as a reference and example to follow. Because of this, he/she must be coherent and honest with his/her behavior and actions.
What are the requirements for an office manager?
To work as an office manager, a person must develop certain technical and management skills. Also, he/she must keep in mind that human relations in an organization are important, since it is the workforce that drives the company. It is essential that he/she is well qualified for the position and has excellent verbal and written communication skills.
On the other hand, an office manager must be able to handle computer equipment, and administrative and accounting procedures. He/she should have attention to detail, and be able to perform a variety of tasks. In addition, experience in the position and creative thinking would be a plus.
What are the duties of an office manager?
As with any job, every employee has their duties, and an office manager is no exception to the rule. In fact, his/her duties may vary from observing the office’s deficiencies to hiring employees. Here are the main ones:
Mentoring and supervising team members
The office manager has the duty to prepare his work group, on which the efficiency of the daily operation in the office depends. He/she must allocate resources and monitor tasks. He/she is also responsible for ensuring that deadlines are met and that projects are carried out in accordance with the organization’s values and criteria.
Plan and control budgets
Generally, the office manager has the task of overseeing the accounting for his/her area. He/she may be in charge of financial reporting, collections, or bank reconciliations. Therefore, he/she must ensure that there is adequate planning and management so that administrative activities do not go over budget.
Make decisions and resolve conflicts
An office manager must be able to make decisions and solve problems quickly and efficiently. At the same time, he/she must be able to present strategic plans to the highest levels of the organization, in order to establish solutions to the most frequent problems.
Manage time in a practical and effective manner
Often, an office manager must coordinate activities and tasks with many departments. Because of this, it is expected that he/she knows how to manage his/her time efficiently in a dynamic and active environment.
What skills should an office manager have?
Here are the five main skills that an office manager must have in order to perform his or her role properly.
An office manager must have management skills. Because of this, he/she requires solid administrative skills and an understanding of the basics of what it takes to manage a work team. For this type of position, it is required that the person is able to perform administrative tasks effectively and is qualified in information processing. In addition, time management skills are essential.
In general, office managers deal with colleagues, subordinates, and clients on a daily basis. For this reason, they must be able to communicate and listen effectively. If they are able to convey their enthusiasm, confidence and trust, they are likely to achieve success in their area and with their team.
This is probably one of the most important skills for an office manager. Order and structure require not only attention to detail. It is also important that the manager knows how to plan, delegate tasks and prioritize those activities he/she considers. In addition, he/she must not only organize his/her own work, but also of the group.
Usually, an office manager is the main contact for people who have a problem within the team. In such cases, it is essential that the person in charge can solve it creatively, with leadership and responsibility.
Success begins with self-confidence and self-assurance in all that you do. That is why an office manager must encourage a positive and friendly internal dialogue. It is also important that he/she knows how to pass on this determination and conviction to others.
What responsibilities does an office manager have?
Like any employee, an office manager has responsibilities to fulfil when working for an organization. Here is a list of the most important responsibilities to be fulfilled:
- Maintain the good condition of the office and arrange for necessary repairs.
- Work in conjunction with Human Resources to maintain office policies as needed.
- Manage relationships with service providers and owners to ensure all projects are billed and paid on time.
- Prepare reports, draft letters and write new contracts.
- Create presentations and other management-level reports.
Office managers require certain qualities to fulfil specific functions within the company. Depending on the size of the organization and what it does, they may be more or less entrepreneurial and adventurous. In other cases, they may be more serious and conservative.
A good relationship between the office manager and the workforce in his/her office translates into the goals, results, and performance of the entire organization. So, a good office manager is key to the development and progress of a company.