Office Manager Job Descriptions: Sample

The office manager exercises full control, reception and counting of the entire volume of documentation, as well as personal statements addressed to the director of the company. After checking and counting all the copies, this employee should take them for signature.

Department documentation

1. Putting a seal with the coat of arms on all contracts and orders.
2. Implementation of work with a variety of documentation, which consists in the preparation, approval of the project. The office manager should not only take part in the design and completion of the documentation, but also bring to the attention of the staff its contents, decode obscure details and be able to explain all aspects that people may have questions about. Also, sometimes this employee must keep track of the performance and effectiveness of various innovations, if required by management.
3. Full registration of all incoming correspondence. Office manager interacts with letters, messages and notifications. He is obliged to accept and register the information in full, and then transfer it to the addressee. If necessary, he adds information to the reporting documentation, and in some cases collects and stores it, and is also responsible for the confidentiality and safety of all received documentation.

Additional Responsibilities

1. Sending and guaranteeing the receipt of documentation by electronic and postal addresses, as well as the order and supervision of courier delivery.
2. Attendance at meetings for the purpose of recording or filming of all events taking place at them, as well as registration of the received data in the best possible way, their transfer to officials.
3. Issuance of power of attorney by prior order for officials allowing them to receive certain correspondence or carry out other actions.
4. Carrying out copying and duplication of documentation in print, as well as monitoring the safety and proper distribution of all copies.
5. Preparation of projects and letter templates, if the order of the General Director is received. Also, the duties of the office manager include the formation and sending of various requests, if necessary and significantly affects the activities of the company.
6. Printing office materials, as well as the formation of the database, its distribution and expansion of new subsections.

Responsibilities Similar to Secretary

1. Constantly staying at the workplace in order to receive calls on time, record all received data or transfer the call to the phones of the employees to whom it is intended.
2. Recording of information that was sent personally to the Director General, its recording in its entirety, subsequent storage and transmission.
3. Preparation of events within the company on behalf of the CEO. This applies to informing employees and organizing premises, purchasing the necessary items for a full-fledged meeting or other similar events, which is determined by the job description of the office sales manager.

Important and urgent assignments

1. Organizational activities on projects dedicated to meetings of customers, guests or visitors of the company.
2. Booking tickets for employee trips, booking hotel rooms, monitoring the course of business trips, timely response to reports of inconveniences in the way or arising complications, fixing problems, and, if necessary, reporting problems to other employees or the CEO.

Inside Office Activities

1. Timely ordering of water for the possibility of its use by all employees in any quantity.
2. Each quarter should carry out the order of the office. To do this, the office manager conducts a survey of employees and inspection of jobs to identify shortcomings in certain things, and subsequently procures all the details. This is provided by the job descriptions of the office manager.
3. Subscribing to business or scientific publications that are necessary for the development of the company or for specific employees who wish to receive correspondence at the workplace.
4. Acceptance and execution of applications for payment of bills on rental premises, as well as all payment documents relating to the payment of utility bills, which is determined by the job description of the office manager with accountant functions.
5. Organization of security measures relating to both the work of employees and the corresponding equipment in the workplace, monitoring their compliance.

Office manager oversees the work of some employees

The duties of the office manager include monitoring the activities of such employees:

1. The driver. When interacting with this employee, the office manager must accept and keep records of all applications that determine the need to use the machine, as well as form a schedule and speed of delivery service.
2. Couriers.
3. The cleaning ladies.

Responsibilities of an office manager as a member of a work team

1. To fulfill the duties intended for him in good faith, not to deviate from the internal routine of the team, labor law, and moral and ethical principles. This is determined by the job descriptions of the office manager.
2. Observe labor discipline and all the requirements that are drawn up and voiced by the management of the company.
3. Timely and rigorously comply with all incoming orders from the administration and the head, who constantly draws up and brings to the office manager a list of his duties and the necessary actions for each day, which is provided for by the job description of the office manager sales department.
4. Use all the time allotted for work for conscientious work, without departing from their own duties.
5. Perform all tasks on time and with proper quality. Often, in addition to carrying out labor activities, the office manager is forced to compile reporting documents, therefore, it is always necessary to keep track of completed tasks and record them in the prescribed manner, which is prescribed by the job description of the office manager with the functions of a personnel officer.

Important responsibilities

1. Engaged in cleaning in order to preserve their own workplace in a clean and tidy. Also, the office manager monitors the timely cleaning of office space. He is forced to monitor compliance with the procedure for storing reporting and design documentation, if necessary, systematize all materials on his own. This is determined by the job descriptions of the office manager.
2. Carefully and efficiently apply the provided office equipment, computers, any other devices. directing their work only to the goals of the company, not carrying out personal affairs through equipment that is provided by the company. Prescribes to do so Secretary's job description office manager.
3. It is economical and beneficial to spend the materials and other resources provided, to use them only for the benefit of the company and to achieve high results from their own work and the work of other employees of the enterprise. The job description of the office manager, a sample of which shows all the requirements for the work of this employee, confirms that he should not only work, but also bring maximum benefit to the company.
4. Observe and monitor the implementation of standards and regulations on labor protection, ensuring safety at the workplace for each employee, which is determined by the job description of the office manager with the functions of a secretary.
5. Not to use for the implementation of journalistic or scientific publications, speeches, information obtained by virtue of official position, or viewing documents owned by the company. It is forbidden to use information, the disclosure of which may entail material damage to the company or damage its reputation. This is provided by the job descriptions of the office manager.

The rights

1. To receive information, as well as confidential data for the necessary actions within the framework of official authority and with the leadership of the authorities.
2. To require from various employees to finalize or alter documents that were drawn up with errors contain incorrect information.
3. To carry out control and confirmation of documents within the framework of their own competence and the powers appointed by the managers.
4. To submit to the authorities requirements for improving the conditions for independent work, as well as the labor activity of other employees. The office manager can make suggestions not only about the activities of a particular employee or department, but also about the work of the entire company.
5. Require the provision of appropriate conditions to ensure the safety of all documents and the ability to guarantee the confidentiality of information and actions taken if they need to be hidden from competitors.
6. Make decisions about the activities of certain people in the company within their own competence and credentials.
7. Distribute financial or job incentives, as well as apply penalties to those employees who report to the office manager. For the implementation of these actions, prior authorization by the CEO is required.

The office manager is obliged to clearly and correctly fulfill his duties, to carry out activities for the benefit of the company. He does all the work in order to systematize and simplify the activities of other employees, as well as to convey to the Director General or his deputy successes or mistakes in the work of other employees.