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.
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.
Office Manager Job Responsibilities
When you are drafting an office manager job description, the job responsibilities section is an area where you should plan to spend a significant amount of time. This section is where a job candidate will learn in detail what you expect them to do on a day-to-day basis. Try to use language that is clear, concise and to the point so that candidates have no confusion about what duties the job entails. When written well, the job responsibilities section should naturally filter out unqualified candidates from those who are qualified to perform the job responsibilities. To quickly recap some of the tips given on this page, remember to use bullet points in the job responsibilities section of your office manager job description. This will make it easier for candidates to quickly scroll through the list and verify that they have the skills necessary to perform daily tasks associated with the position. You should also start each bullet point with a strong verb and limit your list to no more than eight bullet points to avoid overwhelming potential candidates.Here are a few examples of common office manager job responsibilities:
Office Manager Job Specifications
The skills and qualifications section of your office manager job description may seem deceptively simple, but it should not be underestimated. This section is immensely important because it is intended to help candidates understand the minimum requirements needed to qualify for the job.Just as the job responsibilities section weeds out candidates who do not know how to perform essential tasks, the job specifications section weeds out candidates who do not have the education, related work experience and other skills that are needed for the position. If the job specifications section of your office manager job description does not clearly convey the minimum requirements for the position, your inbox or desktop could get flooded with applications from underqualified candidates.Thankfully, this situation can be easily avoided by making sure you discuss essential and preferred job specifications with senior leadership and/or your hiring manager before posting your job description. Once you have determined this information, separate the essential and preferred specifications on the job description so that applicants can quickly and easily determine their eligibility for the position.Review the following examples of common office manager job specifications to help you determine what you should include in your job description: