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What Is an Office Manager and How to Become One

What Is an Office Manager and How to Become One Image

What Does an Office Manager Do?

An office manager does many tasks that keep their office running smoothly. They assign work to administrative assistants, update records, and arrange travel and conference room schedules. Office managers perform administrative tasks such as answering phone calls, responding to correspondence, and organizing appointments and meetings. Other duties include monitoring and delivering mail and maintaining office equipment like computers and printers.

How Do You Become an Office Manager?

To become an office manager, you need strong organization and communication skills. Office managers must be able to keep tight financial, sales, or employee records, all while communicating with multiple people throughout their day on phone and email. Most office managers have an associate degree in office management, but for an entry-level position, it may not be necessary. Previous work experience is preferred for many office manager jobs, so prior work in an office setting can be a foot in the door.

What Are the Qualities of a Good Office Manager?

A good office manager can stand out with strong leadership qualities. A good office manager must know how to listen, respond, and problem-solve with solid solutions. They must have excellent communication and interpersonal skills and be able to chat with everyone from the CEO to the postman. The qualities of a good office manager also include being a dependable employee who can work independently and can tackle everything from filing to booking a complicated travel itinerary with ease.

What Is an Office Manager Job Description?

The office manager is responsible for the administrative and organizational duties that keep an office operating efficiently. An office manager job description will often include key phrases such as: pays attention to detail, excellent communication skills, and the ability to multitask. These are important aspects of the job, as well as the capability to wisely manage time, assign and supervise other employees, and perform clerical duties.

Office Manager Job Description Sample

With this Office Manager job description sample, you can get a good idea of what employers are looking for when hiring for this position. Remember though, every employer is different and each will have unique qualifications when they hire for their Office Manager position.

Job Summary

We are seeking a highly organized and responsible office manager to join our growing organization. In this position, you will be responsible for managing the day-to-day operations of our organization to keep it running smoothly. You will develop organizational processes and systems for office personnel, including filing, billing, accounts payable, payroll, and scheduling.

Duties and Responsibilities

  • Manage scheduling, budgeting, and payroll
  • Schedule meetings and appointments; provide reminders to staff when important events are upcoming
  • Organize the office layout; order office supplies when needed
  • Organize and document office operations and procedures; ensure these procedures are being followed by staff
  • Ensure that all items are invoiced and paid on time; develop a system for timely automate payment for recurring orders
  • Coordinate with IT department on all office equipment
  • Manage contracts and price negotiations with vendors and service providers
  • Provide general support to visitors who come into the office
  • Assist in the onboarding process for new hires, including phones, email setup, computers, etc.
  • Plan in-house or off-site activities such as conferences and celebrations

Requirements and Qualifications

  • Associate degree required; B.A. or B.S. preferred
  • Proficient computer skills, including Microsoft Office Suite
  • Prior experience handling office responsibilities, experience in customer service, or related field
  • Basic knowledge of accounting
  • Excellent written and verbal communication skills; proficient in English-language business writing
  • Highly organized multitasker who works well in a fast-paced environment