Office Manager Job Description

OFFICE MANAGER SUMMARY OF FUNCTIONS

The Office Manager is responsible for the general, day-to-day operations of the organization’s office. In addition, the Office Manager maintains data bases (e.g., customer, vendor) and assists with accounts payable and receivable, mailings, ordering supplies, phone reception, filing, and performing a variety of administrative office tasks.

OFFICE MANAGER ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides assistance to the President and other company officers as required or as requested including word processing, transcription, information research, filing, taking and directing telephone messages. Drafts memos, financial, and other reports as appropriate. Makes arrangements and assists with executive management meetings, conferences and board of directors meetings.
• Schedules and performs word processing and spreadsheet activities; formats, revises and prints out final copies of complex documents for other employees.
• Maintains and manages computer network and ensures appropriate back-up and storage of computer files. Trains employees and assists with questions or problems related to computer hardware/software.  Coordinates with outside computer programmers, consultants and contractors.
• Responsible for operating and maintaining office equipment; arranges for repairs when necessary. Makes recommendations for new or additional office equipment as appropriate. Supervises receptionist and performs duties in receptionist’s absence.
• Responsible for developing, implementing and updating office policies and procedures including scheduling appointments, processing mail, answering phones and ordering supplies.
• Coordinates all travel arrangements for the company; researches and makes flight, hotel and rental car reservations in accordance with company policies and to obtain the most economical and efficient travel. Creates travel itinerary and schedules in accordance with authorized travel requests.
• Performs other administrative or office duties or projects as required or as assigned.

PROCEDURES

The Office Manager Job Description is mentioned in the following procedures:

ORGANIZATIONAL RELATIONSHIPS

Reports directly to the Vice President of Finance and Administration. Assists and coordinates activities with the President and other managers in the company. Supervise Receptionist.

OFFICE MANAGER QUALIFICATIONS

A high school diploma or GED is required; an associate’s degree in accounting or business administration is preferred. Must have 3+ years of office management experience. Good communication skills and the ability to work well with people are essential; must be able to work independently and as part of a team. Must be proficient in Microsoft Office (esp. Excel).

OFFICE MANAGER PHYSICAL DEMANDS

Ability to communicate orally with customers, vendors, management, and other co-workers. Regular use of the telephone and e-mail for communication is essential. Sitting for extended periods is common. Hearing, vision, and speaking within normal ranges is essential for normal conversations, to receive ordinary information and to prepare or inspect documents.

No heavy lifting is expected. Exertion of up to 10 lbs. of force occasionally may be required. Good manual dexterity for the use of common office equipment such as computer terminals, calculator, copiers, and FAX machines.

Good reasoning ability is important. Able to understand and utilize management reports, memos, and other documents to conduct business.

WORK ENVIRONMENT

The job is performed indoors in a traditional office setting. Activities include extended periods of sitting while working at a computer and occasional fast-paced operations and events.