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An office manager's overriding goal is to ensure that the company's administrative function furthers the goals of the organization, whether it's a nonprofit or a for-profit business. Your responsibilities as an office manager include overseeing office operations, designing and implementing company policies, preparing payroll, maintaining company and client records, and managing staff. You also may be expected to organize electronic and paper filing systems, oversee inventories and help maintain annual budgets. Office managers report to upper management and inform them of office needs and concerns.
One of your primary goals is to ensure that clerical and administrative staff keep up with their work responsibilities. It's your job to oversee daily administrative tasks, such as record-keeping, filing, financial transactions, inventory and client correspondence. You must communicate with employees in all departments to ensure everyone is on the same page concerning company goals, policies and budgets. You'll also notify employees of company announcements, policy changes, staff meetings, revised security measures and upcoming office maintenance or repairs.
You're also responsible for ensuring office operations run smoothly. Greet visitors and direct them to appropriate offices or meeting rooms to eliminate congested workspaces. Communicate with landlords, utility companies, telephone services and Internet providers to make sure all information systems work properly. You must manage inventories to ensure office supplies are always available to employees. You might examine office equipment and perform light maintenance on office computers, so they operate effectively. The main goal is to troubleshoot administrative issues, so employees can get their work done promptly.
As office manager, your primary objective is to excel at money management to ensure the company stays within its budgetary constraints. You must consult with department leaders to make sure budget proposals are met. You might create financial worksheets that outline expected costs for supplies, contracts and equipment for each department. Prepare annual financial budgets, necessary to cover office expenses and other operational costs, so upper management can make trusted financial decisions.
You'll also be expected to keep a close eye on the facilities to ensure they are safe, secure, clean and well-maintained. You must ensure the office has city-approved fire evacuation plans, sufficient fire extinguishers and first aid kits. It's your responsibility to assure employees that there are no health risks, environmental concerns or security issues in office workspaces. You must also schedule repairs on malfunctioning equipment, including mechanical and electrical systems and computers, and hire professional cleaners to sanitize work areas. Post fire evacuation plans, state-issued workplace documents and company policies in visible locations throughout the office, so employees stay informed of emergency procedures and important regulations.
As curriculum developer and educator, Kristine Tucker has enjoyed the plethora of English assignments she's read (and graded!) over the years. Her experiences as vice-president of an energy consulting firm have given her the opportunity to explore business writing and HR. Tucker has a BA and holds Ohio teaching credentials.