As a recruiter or hiring manager, your goal is to find the right individual without spending excess time eliminating stacks of unqualified applicants. A well-written job description is the key to finding candidates with the qualifications and experience necessary to help your company succeed. Reviewing beforehand the essential information and the best way to present it will save you hours of future sorting. To help you succeed in this process, we have developed this Office Manager job description sample and a few tips and tricks to making your job posting stand out.
Office Manager Job Summary
Your main objective will be to organize, oversee and coordinate daily operations of a diverse office staff to complete regular tasks and special projects. Your department will work under the direction of upper management staff and the Vice President of Operations to ensure profitability, assess operations and enhance communication between the sales team and management staff.
Office Manager Job Responsibilities and Duties:
- Oversee office staff by organizing teams to complete daily work assignments and special projects as needed.
- Ensure efficiency through coordinating layouts, equipment and other office systems.
- Report productivity monthly with data regarding scheduling, assignments and turnover of employees under your direction.
- Confer with upper-management to implement problem-solving strategies and procedures to enhance employee satisfaction and yield.
- Work in conjunction with the Human Resources department to write and implement policies and procedures regarding a variety of in-house operations.
- Manage and negotiate accounts and relationships with landlord, vendors, utility providers and other service establishments in order to keep accounts up-to-date, and paid on time.
- Maintain a close working relationship with the IT department to assess equipment needs and deal with issues quickly to return staff and equipment to full operation.
- Oversee reception staff to ensure the highest standard of customer care both in person and over the phone.
- Organize scheduling, setup and support for large-scale meetings of in-house departments as well as visiting clients and guests.
- Manage department budget, keep financial records and report status to supervisory staff.
Office Manager Skills and Qualifications
- Five years’ prior experience in office management, including familiarity with writing policy
- Outstanding verbal and written communication skills
- Attention to detail and effective organizational skills
- Competence with MS Office and Google Apps
- Superb leadership skills and the ability to make decisions based on creative, structured strategies.
- Excellent initiative and the ability to tackle unknown difficulties and change direction quickly
Innovative Service Solutions has been the leader in providing personalized customer care programs for over 20 years and is known throughout North and South America for exceptional client care, creative thinking and high productivity. Our mission is to take on every contract and project with optimism, resourcefulness and a team attitude.
What to Include in Your Office Manager Job Description
Several key elements should appear in your office manager job description to give enough information to potential hires. Be sure to check company policy about including salary or benefit information and plan accordingly. With the explosion of online job postings, spending some time researching applicable and effective keywords will save time in the long run. Be sure to identify all your important and essential information before you begin the writing process, which will ensure all the essential topics are thoroughly covered.
• Title & Summary – An accurate job title can draw in talented candidates, while a generalized name often leads to an increase of irrelevant resumes. The key to writing a clear, precise title is to be specific, straightforward and concise. Titles should be short phrases that differentiate this office manager from standard positions. Using descriptive words (senior, executive, assistant) is a great way to indicate the type of work as well as the company structure. Use industry-standard terms whenever possible to ensure clarity. The summary should be a concise statement, no more than three sentences long. Include key responsibilities and the objective of the position using distinct, expressive language.
• Responsibilities – The second section of the description should include a list of all major responsibilities this person will perform. Aim for five to ten key responsibilities. It is common to include too much mundane detail, or a list so vague that job-seekers are turned away, unsure what the main responsibilities actually are. Be specific, but make it as compelling as possible, rather than hyper-focused. Since this is a management position, try to make this list goal-oriented and describe how the individual will help the company meet certain objectives.
• Company Sketch – Accurately portraying your company is key in this section. Glossing over company culture or coming on too heavy with what feels like bragging doesn’t do you any favors when it comes time to interview. If your company is profit-driven, be honest about the culture by including some language regarding goals. Share part or all of your mission statement to give job hunters an idea of whether or not their philosophies match with those of the corporation.
• Location & Department – If your company has multiple locations, it is essential to include details regarding which office the individual will be working out of. For positions that require travel, be sure to include estimates on how often out-of-town work will be required. For larger corporations, give a clear idea of department structure and where the position fits into the organization of the company. Adding information about which department the manager reports to can help give a clear picture.
• Call to Action – This last portion of the description should be short and to the point. Inspire qualified applicants to apply with active language, such as “apply now,” or “submit your resume” and be sure to include contact information.
Specific details, and accurate company information presented in a compelling way will help applicants understand and get excited about your company.
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Writing Your Office Manager Job Description: Dos and Don’ts
Be sure to follow these simple dos and don’ts as you write and edit your job description:
• Do list any previous experience that is required to be considered for the position.
• Do use bulleted lists to keep the responsibilities section organized and readable.
• Don’t forget to use phrases traditionally used by job seekers in your industry to optimize search engine visibility. Be sure to include the location as one of these keywords.
• Do set expectations for the position by using clear language and sharing goals for the position throughout.
• Do edit for clarity and to keep the language concise before posting the position.
• Do include contact information in case an applicant has questions.
Writing a Job Description Best Practices
- The above Office Manager job description sample is a great starting point for your project, but you may need to customize your listing or write another without this outline to guide you. Follow these best practice dos and don’ts to be sure your descriptions attract suitable candidates and fill your interview pool with qualified individuals.
- Do use clear, specific descriptions. The average job description should not exceed 700 words, which is plenty of space to include essential details job seekers are looking for. Take your time describing expectations, duties and company culture. Keep in mind that your portrayals make the first impression, so use positive language.
- Do share some of the successes of your company. If the businesses was ranked as one of the top employers in your state, or has other accolades, add that to the company profile.
- Don’t brag about your company. While you may feel it truly is the best place on earth to work, exaggerations or flat-out opinions don’t hold much weight with newcomers. Stick to the facts and tangible information.
- Do spend some time coming up with keywords you want to include before you begin writing. Search online, brainstorm and check other industry job descriptions for clues. Including keywords gives your online posting a much wider audience. Be sure to include the geographic area for the position, as many job hunters use city or state names when searching online.
- Don’t send it off until you’ve reread and edited the prose. Check for spelling and grammar mistakes to be sure you’re putting your company’s best foot forward.
Utilize the Office Manager job description sample found above to craft an expert job posting for your company’s opening. Investing in a little research beforehand and sticking to the best practices covered above will surely attract a pool of qualified candidates.