Office Manager

An administrative professional who is responsible for ensuring employees are able to work efficiently while in office.

The Role of an Office Manager

An Office Manager is an administrative professional that is responsible for coordinating the administrative aspects of a day-to-day office environment, ensuring the office and its staff are able to work productively and in accordance with company standards.

An Office Manager is primarily responsible for managing an office’s operations, which includes creating and implementing office policies, overseeing administrative staff, creating and implementing budgets, supporting departments with specialized tasks, communicating with department heads and management, restocking office supplies, handling mail and packaging, organizing events, maintaining office equipment and reporting on office performance.

Office Managers should be reliable and efficient administrative professionals, with excellent leadership and management skills. A successful Office Manager will ensure an office is able to run smoothly, while also creating a positive work environment for all employees.

Job Description

EDUCATION / EXPERIENCE

An Office Manager will generally have a Bachelor’s (B.S. or B.A.) degree, often in the areas of communication, English, administration/hospitality, education/teaching, business, human resources or finance/accounting.

An experienced Office Manager will have 3 – 5 years’ experience in a corporate or executive-support setting. Depending on the specific needs of an office, industry knowledge may or may not be required. This position may also require prior experience managing or leading other administrative staff.

SKILLS

Experience planning events, managing calendars, planning and booking various forms of travel
Proven leadership/management qualities or experience
Project management skills: seeing complex projects through, consulting with others for their expertise, and quickly learning, implementing and/or disseminating new information
Familiarity with functions within a variety of areas of a business, non-profit, political office, etc., including human resources, finance/accounting, communications, legal/compliance and technology
Creative mindset, strong research skills and a natural ability to identify opportunity to solve problems
Exceptional verbal and written communication skills, with the ability to liaise effectively with internal and external stakeholders in a high-paced environment
Strong ability to prioritize work, attention to detail, problem-solving and organizational skills
High level of discretion, professionalism and customer service
Technological proficiency and familiarity with commonly used office software (Microsoft Office suite, Google suite, PDF-editing, etc.)

CERTIFICATIONS / TRAINING

Professional certifications are not required in this role, however, an employer may prefer candidates with any of the following administrative or project management certificates:

Professional Administrative Certification of Excellence (PACE)
Certified Administrative Professional (CAAP)
Microsoft Office Specialist (MOS)
Project Management Professional (PMP) or Certified Associate in Project Management (CAPM)
Administrative Assistant Certificate

RESPONSIBILITIES

Specific duties for an Office Manager vary depending on the industry and size of the office, but common duties include:

Managing day-to-day operations of the office, including overseeing administrative staff, maintaining office supplies and equipment and implementing compliance policies and procedures
Liaising with executive/senior administration staff
Coordinating and facilitating communication between other staff, clients or other external parties
Creating and overseeing office systems that include filing and managing data
Producing or reviewing reports, budgets, invoices, reconciliations and other financial statements as needed
Event planning and execution, handling special projects as needed by office personnel
Greeting visitors, clients or other guests

ATTRIBUTES

Characteristics of a successful Office Manager include:

Leadership

A skilled Office Manager is someone with natural leadership qualities, who can inspire and motivate those around them to achieve their own goals. This person should have a strong work ethic, a positive attitude/uplifting demeanor and should naturally facilitate communication amongst others. They should be dynamic and persuasive and have a firm grasp of what others are going through around them.

Project management skills

An Office Manager should be proficient in planning, organizing and executing projects on behalf of their executive. He or she should be able to set clear goals, prioritize tasks, delegate responsibilities, monitor progress and evaluate outcomes, as well as handling multiple projects simultaneously and meeting necessary deadlines.

Interpersonal communication

An Office Manager should have excellent interpersonal skills and communication abilities to interact effectively with the principal, colleagues, clients and other stakeholders. He or she should be able to listen actively, communicate clearly and concisely, express empathy and respect, and resolve conflicts constructively. They should also be able to adapt their communication style to different situations and audiences.

Responsibility and integrity

An Office Manager should be responsible and accountable for his or her actions and decisions. He or she should be able to work independently and proactively, take initiative and ownership of tasks, and follow through on commitments. He or she should also demonstrate integrity and honesty in all aspects of his or her work, adhere to ethical standards and principles and protect the confidentiality and privacy of the principal or organization.

COMPENSATION

Total compensation for an Executive Assistant ranges from $75-125K. Factors that command a higher salary include specific experience, education or training requirements, an ability to work/be on call outside of normal work hours, flexibility to travel or live-in and fluency in languages other than English. Components of an Office Manager’s compensation may include:

Base salary

A fixed annual amount received for performing duties as agreed upon. An Office Manager’s base salary varies depending on the size, complexity and location of the office they support, as well as the experience and qualifications of the Office Manager.

Discretionary bonus

Variable amount based on individual performance. An Office Manager’s bonus may fluctuate based on certain metrics such as client satisfaction, cost savings or the completion of strategic goals.

Equity

With equity compensation, a portion of the employee’s compensation is paid in options, restricted stock or performance shares, which represents ownership in a business or fund owned or managed by the principal. Options can have a vesting period and/or expiration date, which affects their overall value. Equity compensation strongly incentivizes long-term employment and can be a great tool for building a team that is dedicated, loyal and aligned with the overall vision of the principal/family office.

STANDARD BENEFITS

An Office Manager typically have access to the following corporate-style benefits (or receives a stipend to obtain such benefits themselves):

Medical, dental and vision

Standard health benefits help employees stay healthy, reduce absenteeism and ultimately increase productivity.

Retirement savings account

401k, thrift savings plan or simple IRA, especially with employer matched contributions, shows your employees your commitment to their future.

Paid time off

PTO allows your employees to take time off from work for various reasons, such as vacation, sickness, personal matters or holidays.

Travel/miscellaneous expenses

Expenses incurred when travelling or conducting business on behalf of the office, including transportation, accommodations, meals and other costs related to business travel. These expenses may be reimbursed or covered by a travel allowance or budget.

OTHER BENEFITS / "PERKS"

Additional benefits are often included to enhance the attractiveness of an employment offer, as well as encouraging long-term employment. Such benefits include:

Education

Tuition reimbursement, scholarships/savings plans for those with college-aged children

Professional development

Encouraging and covering an employee’s participation in training courses, workshops, seminars, conferences or professional certifications

Health and wellness

Healthy food, beverages or snacks offered at the office
Paid or discounted gym memberships or fitness classes
Access to wellness programs with counseling services, health screenings, substance abuse treatment, etc.
Life and disability insurance

Employee assistance

Financial counseling
Legal advice
Transportation reimbursement or allowance

Charity

Volunteer opportunities
PTO days for community service
Charitable match program

Family benefits

On-site childcare or childcare reimbursements
Parental and family medical leave

Workplace

Remote work/flexible hours
Casual work attire
Employee recognition programs, awards or rewards

REPORT STRUCTURE

An Office Manager generally reports:

To a senior position in Administration/HR
To director-level staff in an office/family office

Office Managers may be responsible for managing administrative staff, or they may simply work alongside other executive-support staff.

Have Questions?

Efficient and Well-Organized

An Office Manager oversees the day-to-day operations of an office, ensuring that everything runs smoothly and efficiently on a day-to-day basis. From managing administrative tasks and coordinating schedules to supervising office staff, they maintain an organized and productive environment. Their role allows leadership to focus on strategic decisions while they handle the operational details.

Is your office running as smoothly as it could be? Let us connect you with an Office Manager who will streamline operations, reduce stress, and increase the overall efficiency of your team.

“Our Office Managers streamline your office from front to back, ensuring your team has everything they need to keep moving forward.”

Adam Cook

Managing Director, Old State Staffing

Your Go-To Person in the Office

Why You Should Consider an Office Manager

An Office Manager takes charge of your office’s operational needs, overseeing administrative functions, coordinating meetings, and ensuring that day-to-day activities are executed flawlessly. Their role is crucial in maintaining productivity, improving office morale, and supporting business goals. An Office Manager can help you:

Oversee administrative tasks and office operations
Ensure smooth communication within the office
Manage office staff and resources effectively
Coordinate schedules, meetings, and projects
Implement office systems that enhance efficiency and organization

Hiring an Office Manager ensures that your family office or business runs smoothly, and frees up time for the rest of the team to focus on other business matters.