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Office Manager Job Description

The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation.

Energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

 

 

Responsibilities:

• Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
• Organize and schedule meetings and appointments
• Maintain office policies as necessary, operations and procedures
• Manage relationships with vendors, ensuring that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Responsible for creating PowerPoint slides and making presentations
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
• Prepare and proof read legal documentation for clients and internal staff
• Perform review and analysis of special projects and keep the management properly informed
• Ensure top performance of office staff by providing them adequate coaching and guidance
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications
• Ensure office financial objectives are met by preparing Monthly and annual budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise
• Participate actively in the planning and execution of company events
• Coordinate office staff activities to ensure maximum efficiency
• Evaluate and manage staff performance, Recruit and select office staff
• Coach, mentor and discipline office staff
• Ensure filing systems are maintained and current
• Design and implement, Oversee adherence office policies and procedures
• Prepare operational reports and schedules to ensure efficiency
• Coordinate schedules, appointments and bookings
• Monitor and maintain office supplies inventory
• Handle customer inquiries and complaints
• Manage internal staff relations
• Ensure security, integrity and confidentiality of data

 

 

Requirements:

• Degree in economics, law (nice but not required)
• Proven office management, administrative or assistant experience
• Knowledge of office management responsibilities, systems and procedures
• Excellent time management skills and ability to multi-task and prioritise work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office
• 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

 

Office Manager key skills & proficiencies:

• Communication
• Analysis and Assessment
• Judgment
• Problem Solving
• Decision Making
• Planning and Organization
• Time Management
• Attention to Detail
• Accuracy
• Delegation
• Coaching
• Initiative
• Integrity
• Adaptability
• Teamwork
• Budgeting

• Staffing
• Supervising
• Developing Standards
• Process Improvement
• Inventory Control
• Supply Management

 

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