Main Responsibilities and Required Skills for Office Manager
An Office Manager is an administrative professional who manages the activities of an office or business. They are in charge of ensuring the office runs smoothly and efficiently by coordinating and supervising office staff, managing finances and budgets, and implementing office procedures and policies. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for office managers.
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Main Responsibilities of Office Manager
The following list describes the typical responsibilities of an office manager:
Adhere to
Adhere to all community policies and procedures.
Adhere to company policies and procedures.
Administer
Administer health and welfare plans.
Administer HR related matters.
Administer rollforward and maintenance of audit online files.
Advise
Advise and recommend coverages and policies that best meet client needs.
Answer
Answer phone, direct inquiries appropriately.
Arrange
Arrange coverage of reception desk during break and lunch periods.
Arrange deliveries for courier pick-ups as necessary.
Arrange for pick up and deposit of cheques.
Arrange travel and some calendar management.
Assemble
Assemble data in spreadsheets and prepare management reports.
Assess
Assess working spaces and take corrective action to reduce any potential safety risks.
Assign
Assign team member to marketing tasks.
Assist with
Assist employees with the resolution of payroll issues, as necessary.
Assist executive team with client meetings, team meetings, and company meetings.
Assist in identifying need for changes in office practices, policies and procedures.
Assist in maintaining orderliness and cleanliness of the office.
Assist in organizing internal events and sessions held at office.
Assist in preparation of construction updates and agreements.
Assist in project management and oversight of planned future office move.
Assist in talent acquisition and recruitment processes.
Assist in the development and implementation of operational policies and procedures.
Assist in the preparation of operational budgets.
Assist in the renewal of all applicable company licenses.
Assist in tracking fixed assets and preparing depreciation schedules.
Assist with coordinating events for residents.
Assist with plant travel for employees, visitors and support staff.
Attend
Attend and participate in ongoing staff meetings.
Attend required meetings and be proactive with prevention and resolution of problems.
Book
Book all transportation and accommodations for trainers, i.e. flights, hotels.
Build
Build out office operations team and manage future office operations team members.
Check
Check completed work for accuracy.
Check guest in and out in an efficient and friendly manner, using guest name whenever possible.
Check off completed projects to mark your progress.
Check our website for additional opportunities that you may qualify for.
Check source documents for accuracy.
Check voice mail throughout the day, returning calls promptly.
Check out
Check out guest at end of stay.
Clean
Clean, organize, and restock treatment areas on a regular basis.
Collaborate
Collaborate to the adequate maintenance of bathrooms and cafeteria.
Collaborate with right individuals to ensure best meeting experience for clients and guests.
Collect
Collect and record invoices from Suppliers.
Collect, computer and enter arrears chares.
Communicate
Communicate across teams about marketing performance and opportunities.
Communicate regularly to company headquarters office.
Communicate within department as well as other departments on crucial matters.
Complete
Complete all paperwork connected with post office sales.
Complete and prepare cheques for payrolls and for vendors / suppliers.
Conduct
Conduct credit references and credit checks on new and existing customers.
Conduct testing and research to provide accurate responses.
Convert
Convert our library to a digital library.
Coordinate
Coordinate administrative, accounting, and intercession team activities to ensure maximum efficiency.
Coordinate and communicate Divisional staff activities to ensure maximum efficiency.
Coordinate and maintain files, file structure and database management systems.
Coordinate and schedule meetings, meeting rooms and required equipment for meetings.
Coordinate cleaning and upkeep of facility.
Coordinate employee performance reviews.
Coordinate interviews between candidates and hiring manager.
Coordinate office activities and operations to secure efficiency and compliance to company policies.
Coordinate staffing and scheduling.
Create
Create and files termed associate folders.
Create and manage ancillary product upsells that are available at the venue (Depends on Role .).
Create and update records and databases with personnel, financial and other data.
Create a positive goal focused team environment within the department.
Create invoices and collect on overdue accounts.
Create, Manage, and Organize Inventory Files.
Develop
Develop and execute annual office business plan.
Develop plans and ideas to engage our local and remote teams.
Develop systems, improve efficiencies, and write training manuals for various tasks.
Drive
Drive all Key Performance indexes scores relating to service.
Drive to promote the best dental care to our existing patients and potential new patients.
Ensure
Ensure adherence to quality expectations and standards.
Ensure all budget and production expectations are met or exceeded.
Ensure a safe and secure work environment is established and maintained.
Ensure best-in-class support related to client deliverables, marketing, and project management.
Ensure completion of all staff duties at the end of a shift.
Ensure compliance with current healthcare regulations, medical laws and ethics.
Ensure facilities maintain compliant security protocols and equipment logs.
Ensure health and safety procedures and regulations are in place, communicated and up-to-date.
Ensure implementation and compliance with Fire, and Health and Safety legislation including training.
Ensure smooth business operation on the administrative sides.
Ensure smooth communications with external accountants / payroll providers in UK and Kenya.
Ensure teams receive relevant and timely pre-shift in order to be successful during their shift.
Ensure that all governmental reporting, legal requirements, corporate policies and targets are met.
Ensure that all office equipment is functioning and if not initiates a corrective action.
Ensure that company and contract policies and procedures are followed.
Ensure that guest is assigned type of room requested and the correct rate is charged.
Ensure that team is producing at or above communicated production, quality and safety goals.
Ensure that the health and safety policy (I.e.
Ensure that the procedures for guest check-in and check-out are maintained.
Enter
Enter payroll information, maintain documentation related to payroll.
Enter project / tour logistics in ROME.
Escalation
Escalation point for maintenance and fault reporting with contracted services.
Establish
Establish and maintain protocols for the charge entry.
Establish genuine rapport with patients.
Evaluate
Evaluate and document innovative service delivery options and share insights across markets.
Execute
Execute company-wide events hosted on within the offices where required.
File
File and maintain all site / office paperwork.
File and retrieve organizational documents, records and reports.
File Management, work with Accountant and IT Support.
Find
Find ways to improve events and office processes.
Follow
Follow up on outstanding account receivable balances.
Follow up on the president's meetings and telephone calls, i.e. debriefing or follow-up action items.
Follow up with clients after job completing and sending the review instructions.
Gather
Gather financial data and ledgers.
Generate
Generate reports using excel.
Greet
Greet all patrons, staff, neighbors, etc. Make everyone feel welcome.
Greet visitors, answer phones, email, fax and scanning documents.
Handle
Handle all HR employee issues as needed.
Handle and manage minutes of meetings.
Handle incoming / outgoing emails.
Help
Help coordinate team events or activities, if / when needed.
Help manage and coordinate changes to the building as required.
Help production managers and supervisors train team members.
Identify
Identify escalation items and work in conjunction with the underwriter to resolve them.
Identify opportunities for process and office management improvements.
Identify process improvements and be solution-oriented.
Implement
Implement and adhere to accounting guidelines and reporting requirements.
Improve
Improve patient retention.
Initial
Initial inquiries from potential clients.
Input
Input and manage data / reports.
Input daily invoices in to Quickbooks.
Inspect
Inspect departure report daily, updating records as necessary.
Interactive
Interactive and provide information to bookkeeper for monthly and year end activities.
Keep
Keep current with all key ticketing trends in entertainment industry.
Keep the office clean, always.
Keep track of office licensing and continuing education.
Keep updated records of office expenses and costs.
Lead
Lead administrator on Fitness and Wellness program in the region (Fit for Flight).
Lead gen, tech-based sourcing, data processing, outreach, funnel optimization etc..
Lead overall office administration.
Lead role in recruiting and training new staff within the Front Office.
Main
Main liaison between students, executive, faculty, administration and community partners.
Maintain
Maintain and control inventory items.
Maintain and publishes staff members schedules.
Maintain and track all IT equipment and software accounts.
Maintain a positive, warm and friendly demeanor at all times.
Maintain a professional appearance and good attitude.
Maintain Company cars such as maintenance, driver log and registration.
Maintain compliance with company policies, practices, procedures and safety standards.
Maintain computer files using Word, Excel, Adobe, Dropbox and more.
Maintain control of posted documents.
Maintain customer confidence and protects operations by keeping information confidential.
Maintain database of participants.
Maintain filing and job tracking system.
Maintain incoming mail, calls and emails in order to support office tasks.
Maintain legal files and minute books.
Maintain office services by organizing office operations and procedures.
Maintain office staff job results by coaching, counseling, and disciplining employees.
Maintain office supplies on hand.
Maintain ongoing communication with other managers on HR and other issues and requirements.
Maintain Policies and Procedures documentation and tracking.
Maintain professionalism and does not show favoritism.
Maintain records of employee in-services.
Maintain sound interpersonal relations with customers and employees.
Maintain specialized databases.
Maintain tax, insurance, and compliance requirements.
Maintain the center so it is organized, sanitized, and clean.
Maintain vendor files and vendor accounts, keeping supporting documentation for future reports.
Manage
Manage all activities related to maintenance of facilities, office equipment, and IT systems.
Manage and coordinate business administration policies and programs for a division or department.
Manage and distribute employee welcome and benefits packages.
Manage and receive Friday lunch orders, and assist with any group orders during the week.
Manage and update building security passes accurately.
Manage basic accounting operations, Perform basic AR / AP functions in our accounting system.
Manage budget, firm brand, marketing, and PR.
Manage farm-outs in the event of overbooking.
Manage front office communications and other activities.
Manage housekeeping and cleaning services.
Manage internal and external correspondence concerning the plant, including legal matters.
Manage inventory of supplies including kitchen and sundries.
Manage local vendor accounts.
Manage personnel files, record-keeping and archives.
Manage petty cash and credit card reconciliation.
Manage phone calls and email.
Manage practitioners and staff needs.
Manage routine maintenance of the facility and office equipment.
Manage suppliers and contractors that service team members and the office space.
Match
Match payments in Quickbooks.
Meet
Meet and greet any visitors.
Meet or exceed productivity, compliance, and Service Excellence Tracker targets.
Model
Model outstanding patient service, written, verbal, and other communication skills.
Monitor
Monitor all key performance indicators to optimize efficiencies.
Monitor and evaluate staff performance (reviews, rewards, recognition, and discipline).
Monitor and make recommendations to improve company culture.
Monitor budget and billing payments.
Monitor company culture and office morale.
Monitor
Monitor the bank account balances, transactions, and credit cards on a daily basis.
Monitor the day-to-day financial operations within company such as.
Order
Order, maintain and manage office contracts (supplies, copier, commissary supplies, etc.).
Order office supplies and maintain inventory.
Order supplies, furniture, subscriptions, appliances, and electronics as required.
Organize
Organize team social activities.
Oversee
Oversee accounting staff and answer any questions, issues or provide training where needed.
Oversee administrative support staff and assist in on-boarding new hires.
Oversee all aspects of general office coordination.
Oversee and manage the day to day responsibilities of receptionist.
Oversee and review District Accounts Receivables & Account Payables.
Oversee cleanliness, security, safety, and comfort of the office.
Oversee collections and returned checks.
Oversee fleet maintenance.
Oversee guests' correspondences, process all guests and members claims and disputes.
Oversee daily office operations and delegate authority to assigned staff.
Oversee stock of office supplies.
Oversee that records are kept up to date.
Oversee the clinic's daily non-clinical and clinical operations.
Participate in
Participate in presentations to a range of prospective clients.
Perform
Perform administrative and secretarial assignments with minimal direction.
Perform a variety of research tasks.
Perform back end business processes.
Perform basic HR functions ie, on-boarding, medical / disability services, benefits etc...
Perform business support function activities for brokers.
Perform recruitment and retention activities.
Perform staff evaluations (training, 90-day, annual).
Perform technical and administrative duties, including, but not limited to.
Perform timely personnel performance standards reviews with all parties involved.
Perform updates to various contract documentation and other legal administrative tasks.
Perform work independently and supervises all office personnel.
Plan
Plan and manage the clinic's budget, billing system, and petty cash.
Plan appointments and events.
Plan for events and manage special projects as needed.
Plan meetings and take detailed minutes.
Plan, organize and implement events, such as meetings, business luncheons, or client dinners.
Plan studio events, guest visits, team meals, team activities, etc..
Prepare
Prepare and execute all Board of Director's mailings.
Prepare and monitor office budget.
Prepare and reconcile expense account claims within Corporate guidelines.
Prepare and submit all HANAC's Programs Waivers Certificates.
Prepare and track purchase orders and ensure on-time delivery all purchases.
Prepare budgets and monitor expenditures.
Prepare internal and external corporate documents for team members and partners.
Prepare monthly commission and bonus checks.
Prepare monthly floor plan reconciliation.
Prepare payroll in a timely manner, post payroll and maintain payroll records.
Prepare personal timesheets and perform other assigned tasks, as required.
Prepare assessment notices and assist with mailing procedures.
Prepare daily deposits, and make deposit at the bank.
Prepare shipment paperwork and packing slips.
Prepare yearly finance budget for office expenses.
Processes
Process incoming and outgoing mail.
Process payroll for all staff.
Process membership applicants.
Process sales orders from the sales team to the production team.
Process semi-monthly payroll.
Produce
Produce ad hoc reports for management.
Promote
Promote HR programs to create an efficient and conflict-free workplace.
Provide
Provide administrative support to a team of physicians.
Provide administrative support to management.
Provide clerical assistance to Customer Service and management.
Provide coverage for other areas as directed / needed.
Provide excellent onboarding, training, and team building.
Provide feedback and recommendations to all arts-related of current and future titles.
Provide historical reference by developing and utilizing filing and retrieval systems.
Provide local Sales and Marketing Support.
Provide Medical Director and staff with appropriate paperwork for all new patients.
Provide proactive external customer service, exceptional care & communication.
Provide reminders to staff when important events are upcoming.
Provide support to all areas of management within the office.
Provide support to HR to streamline requests (parental leave, benefits, etc.).
Provide timely and accurate reporting as needed by the clinical manager, community care.
Provide training on office practices and procedures where required.
Purchase
Purchase office supplies and equipment and maintain stock levels.
Purchase, receive and store the office supplies ensuring that basic supplies are always available.
Recognize
Recognize and rewards results.
Recommend
Recommend organizational adjustments to efficiently and effectively accomplish assigned objectives.
Recommend providers and oversee contracts for outside services.
Reconcile
Reconcile bank accounts on a daily basis.
Reconcile bank transactions.
Remove
Remove unwelcome guests who cause a disturbance.
Report
Report accidents, injuries, and unsafe work conditions to manager.
Report any referral issues to management.
Research
Research special creative requests for production and client needs.
Resolve
Resolve guest complaints, ensuring guest satisfaction in each interaction.
Respond to
Respond to guest requests for information about the hotel and community.
Respond to inquiries related to accounts payable.
Respond to all requests for information in a timely and accurate manner.
Respond to requests for information and access relevant files.
Review
Review and negotiate new and ongoing contracts.
Review and route Bulletins.
Review charges on a daily basis to ensure that all charges have been captured.
Review of disbursements and receipts.
Review patient charts making corrections with posting if needed.
Review security reports for accuracy.
Review staff performance regularly to identify areas for improvement.
Schedule
Schedule all appointments.
Schedule meetings and work to multitask and schedule all.
Schedule sampling appointments with Labs.
Screen
Screen calls, build rapport and set appointments.
Set up
Set up files for new members and enter them into the billing system.
Set up the marketing team's quarterly OKRs with the C-level management.
Streamline
Streamline administrative procedures and process.
Submit
Submit expense claims for executives.
Submit payroll on a bi-weekly basis for hourly and salaried employees.
Supervise
Supervise and review receptionist data entry in to KPI's (Key Performance Indicators).
Supervise brunch sales / reservations.
Supervise / manage / hire / schedule guest services staff (minimum of 10 p / t employees).
Supervise staff and monitor collection goals.
Supervise the performance, attendance, attitudes, appearance and conduct of the staff.
Support
Support and helps implement marketing strategies.
Support Business Development initiatives as well as Connect (CRM) entries of sales.
Support employee, candidate and guest experience.
Support Leadership team with day to day administrative tasks as needed.
Support onboarding and offboarding processes for new and existing employees.
Support on – boarding for new comers.
Support Program Director with administrative tasks as needed.
Support staff and patient recruitment as required.
Support staff on other administrative and clerical tasks when required.
Support team members with technology issues.
Support the day to day running of a busy team.
Support the exec team with payroll, HR, and potentially recruitment duties.
Support the various directorates with the execution of administrative tasks.
Take
Take and process credit card charges from clients.
Take good notes during office visits and providing insight into the services we provide our patients.
Track
Track and adjust the schedule in collaboration with the Project Lead.
Track and maintain office supply and IT inventory.
Track and manage seating assignments, anticipate future space constraints with HR.
Track company equipment and items sent throughout employee's tenure.
Track Purchasing Card activity.
Track teachers attendance.
Troubleshoot
Troubleshoot computer / printer / videoconferencing issues.
Understand
Understand dental terminology and be able to present financial agreement to patients.
Update
Update and maintain CRM (Insightly .).
Update and maintain office seating chart.
Update clinic office manual.
Update property emergency manuals.
Uphold
Uphold a strict level of confidentiality.
Use
Use computer word processing, spreadsheet, and industry specific software programs.
Use utilities and resources in a responsible manner to control wastage.
Welcome
Welcome guests and clients for meetings in a polished, professional manner.
Welcome guests and notify staff of visitors.
Work with
Work closely with department managers and branch manager to achieve budgetary objectives.
Work collaboratively and professionally with co-workers and supervisors.
Work to continuously streamline costs and expenses, recommend changes.
Work with a large cross section of people in a professional and non-judgmental manner.
Work with development team to implement eCommunications in MailChimp.
Work with executives to prepare PowerPoint presentations as needed.
Work with medical staff to ensure quality patient care and services are upheld.
Work with the Clinic Manager to be responsible for the overall operation of the clinic.
Work with the team in the investigation and follow-up of accidents and / or near-miss incidents.
Most In-demand Hard Skills
The following list describes the most required technical skills of an office manager:
Office Management
MS Outlook
Microsoft Office Suite
Management
Bookkeeping
Business Administration
Payroll
Most In-demand Soft Skills
The following list describes the most required soft skills of an office manager:
Written and oral communication skills
Organizational capacity
Problem-solving attitude
Attention to detail
Interpersonal skills
Time-management
Multi-task
Work independently with little direction
Leadership
Detail-oriented
Priority management
Flexible
Organized
Planning
Decision-making
Analytical ability
Team player
Proactive
Resourceful
