Understand Office Management Duties And Responsibilities in Organization
Office Management
Office management is a profession involving the design, implementation, evaluation, and maintenance of the process of work within an office or organization, in order to maintain and improve efficiency and productivity.
Main functions:-
An office manager is responsible for monitoring and reviewing systems, usually focusing on specific outcomes such as improved timescales, turnover, output, sales, etc. They may supervise or manage a team of administrators, allocating roles, recruiting and training, and issuing assignments and projects. As such the role is varied, often including responsibilities across a diverse range of functions such as:
• Customer Service
• Report Writing
• Budget Management
• Database Management
• Systems Analysis
• Process Mapping
• Purchasing
• Book Keeping
• Human Resources
• Recruitment
• Accounting
• Sales and Marketing
• Records Management
• Form/Template Design
• Website Maintenance
• Project Management
• Management Consultancy
• Facilities management
• Space Management
• Risk Management
• Payroll
Personal competencies useful in the role are: problem solving skills, good decision making abilities, integrity, resourcefulness, creativity, assertiveness, flexibility, time management skills and the ability to cope with pressure.
Office Management Duties And Responsibilities
Essential Information
Office managers, also called administrative service managers, are business professionals who are responsible for a diverse set of administrative tasks. Whether calculating payroll or hiring new employees, office managers must perform their duties with decisiveness and accuracy for a business to perform well. Employers only usually require a high school diploma or GED, but some employers may require a bachelor’s degree for office managers.
Office Manager’s Duties
Office manager’s duties can vary significantly based on the size and type of organization of employment. For example, managers working within a small dental office may be required to greet patients, set appointments, and handle billing; while managers working within a corporate office may focus exclusively on one aspect of business, such as insurance processing. Duties also might include evaluating office procedures and looking for more efficient ways of conducting processes.
Office managers must be adept at supervising other employees in a fair, consistent manner. They must have the ability to motivate others, encouraging them to increase both productivity and work quality. Supervisory duties may also include hiring and firing employees, and resolving disputes or other issues that arise among employees. Within sales offices, office managers may track the sales force; reporting monthly sales numbers, and noting areas in need of improvement.
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Office Manager Responsibilities
In addition to overseeing personnel, office managers ensure the smooth functioning of a business. For example, office managers within a healthcare facility may be called upon to order general supplies like paper, pens, and toner, as well as medical supplies such as syringes, medicine or vaccinations from specific vendors. Accordingly, managers may be required to research several vendors for pricing, delivery dates, and other terms of sale.
With the increasing use of computer systems, office managers may also be responsible for ensuring that systems operate cohesively. In small offices that don’t have their own computer support personnel, office managers may need computer systems troubleshooting skills. In larger offices, managers may oversee the work of technical specialists; recording frequent problems and researching potential solutions.
Some office managers may take on accounting responsibilities. In these cases, office managers may be required to oversee payroll expenses, send invoices, and process paperwork. For example, an office manager may be required to monitor overtime, ensuring that expenses remain as low as possible, while another manager may be called upon to follow up unpaid invoices.
Job Outlook and Salary Information
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Office managers can also be called administrative services managers. The U.S. Bureau of Labor Statistics (BLS) reported 270,080 administrative services managers employed in the U.S. in 2015. Administrative services managers earned a mean salary of $94,840 in 2015, based on the BLS data. According to the BLS, employment prospects in this field are as good as the average for other professions, with an 8% growth rate expected between 2014 and 2024.