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Office Manager Job Description (+ Template and Three Examples)

October 16, 2018

You can quote me on this: the office manager is the unsung hero of any organization.

Here at G2, employees can always tell when our Chicago office manager, Ellen, is out of town. And by that, I mean the office is in shambles.

Okay, maybe it isn’t in shambles, but it’s definitely evident when Ellen isn’t around to keep things running smoothly.

Sound familiar? I’d be willing to bet we’re not the only company at which it’s evident when the office manager is on a well-deserved vacation.

Office managers oversee a variety of day-to-day operations to ensure employees can do their jobs with few-to-no interruptions. This includes a wide range of responsibilities. While typical office jobs like ordering and stocking supplies, scheduling meetings, and developing office layout and seating charts are included, they’re not everything.

Office managers also perform a variety of high-level tasks like managing contracts and price negotiations with vendors, communicating with facility management, and collaborating with human resources to maintain and update office policies as needed.

Put all of these tasks (plus many, many more) together, and it’s no wonder that this role requires immaculate organizational and project management skills. Additionally, your office manager will need to be proficient in a variety of software tools, Microsoft office products (particularly Microsoft Excel), and be comfortable with basic office machines, like fax machines and printers.

When it comes time for your team to hire an office manager, the following job description can be a helpful starting point. In fact, we invite you to use the template and adapt it to your own organization's needs and requirements.

Office Manager Job Description


Title: Office Manager

Location: Chicago

With more than 400 percent growth since 2015, ACME Corporations is North America’s leading energy provider, with the single largest retail customer base nationwide. Since its founding in 2007, ACME Corporations has strived to meet the highest standards of energy delivery, customer service, and cost efficiency. Our mission is to be the top-tier energy provider while fostering a collaborative, diverse, and inclusive workplace.

ACME Corporation is looking to hire an office manager to be responsible for developing and maintaining office procedures and day-to-day operations. This individual will work closely with the corporate and executive teams to develop intra-office communication processes, automate and streamline administrative tasks, manage contracts and vendor coordination, supervise office staff, and more. The ideal candidate is highly organized with impeccable communication skills and the ability to work independently while managing multiple projects.

Responsibilities:
  • Be an active member of the internal culture/operations team; attend team meetings and contribute to initiatives and goals
  • Collaborate with HR to maintain and update office policies as needed
  • Organize and schedule bi-weekly company-wide meetings from start-to-finish, including reserving space, preparing slide decks, and managing videography for remote or absent workers
  • Manage relationship and contract with service providers and landlord; ensure items are properly invoiced and paid on schedule
  • Organization and coordination of company-wide events, leadership offsites, volunteering opportunities, new hire, anniversary lunches, etc.
  • Order and stock office supplies; manage contract negotiation with a variety of vendors to ensure cost-efficacy
  • Communicate with facility management on any office repairs and maintenance; ensure office cleanliness
  • Coordinate with IT department on all office equipment
  • Monitor and maintain employee technology inventory (company laptops, cell phones, etc.)
  • Assist in other ad-hoc tasks and projects as requested
Requirements:
  • High school diploma, Bachelor’s degree preferred
  • 3-5 years of relevant experience
  • Highly organized and able to manage multiple projects at once
  • Independent, resourceful, and confident with great problem-solving skills
  • Proficient with Microsoft Office; strong computer, technology, and office equipment skills
  • Ability to prioritize and take initiative to accommodate workflow
  • Excellent verbal and written communication skills
  • Strong interpersonal skills, business sense, and professionalism to communicate with all levels of management and staff; ability to uphold a strict level of confidentiality and discretion
  • Ability to work effectively with a range of personality types and seniority levels
  • Self-starter with a history of pushing for deadline-driven results

For even more help in writing your own office manager job description, we’ve sourced the examples from three companies looking to hire.

The following examples show organizations that have followed a typical job description structure, but customized it based on their unique needs and expectations.

Office Manager Job Description Examples

To see how real employers are writing their office manager job description, check out the examples below!


Showpad

Office Operations Manager

Chicago, Illinois

About Showpad

At Showpad, personalities and cultures connect across oceans to create something extraordinary. As a top 10 software company in the Inc. 5,000 Europe list, Showpad is changing the game when it comes to sales enablement. Our employees create the engagement and impact that drives our success as we expand globally.

In the morning, we're drinking San Francisco cold brew coffee with a side of Portland doughnuts English scones for afternoon tea, and in the evening we're toasting success with Belgian tripel Westmalle to a Chicago house tune.

About the position

We are looking for a rockstar Office Operations Manager who is excited to oversee our Chicago office. This is an opportunity to make an impact on the day-to-day operations as well as help creatively further our Showpad company culture. You will report to the FP&A Director, work closely with the President/COO and collaborate with other departments.

In this role, you will have to pivot from both operational as well as strategic responsibilities with the goal of keeping the employees happy and the workplace running smoothly. As we continue to grow, there will be needs to scale our internal processes and systems as well as work on larger one-off projects to help us expand in a way that is true to our values. This is a great opportunity to diversify your skill-set and get involved in different areas within a growing scale-up.

Key responsibilities
  • Own the employee workplace experience including providing world-class support for all office-related needs. Ensure daily activities run smoothly, cultivating a productive and welcoming workspace.
  • Interface with the building's property management as well as all of our office service vendors to keep the office in pristine condition at all times (electricity, cleaning, maintenance, etc.)
  • Manage all internal events such as happy hours, company celebrations, team building, etc.
  • Maintain/create relationships with food/beverage, supply and other service vendors and manage spend to ensure that we are getting the best value from our vendors. Partner with Accounting/Finance teams on vendor contracts and invoices.
  • Assist team in coordinating logistics for new employees as well as managing offboarding of exiting employees
  • Maintain all workplace safety programs and document operational processes, policies, controls for the business
  • Offer IT assistance where needed; adding value whenever possible
  • Scheduling of all corporate travel and liaison with the corporate travel agent
Skills we are looking for:
  • At least 7 years experience in office coordination, general administration, or facilities operations (startup experience is preferred)
  • Service-oriented: can-do positive attitude, welcoming, considerate, resourceful, tech-savvy, and quick on your feet with a strong sense of ensuring that all employees and guests have a positive experience at the office.
  • Embodies the attitude that no task is too small if it aids in the improvement of the company and morale
  • Enjoy working in a dynamic and continuously changing work environment
  • Excellent troubleshooting, problem-solving and project management skills with a curiosity to problem solve, analyze root cause and identify corrective actions to prevent recurrence
  • Exceptionally organized, detail-oriented, dependable, and proven track record of strong execution on large-scale projects and process improvement
  • Experience managing budgets, saving costs, and researching better solutions.
  • Project Management skill-set
  • Cross collaboration and communication with different teams and offices
What you can expect from Showpad

Focus on Impact and Growth

We are building the future in sales and marketing to make every sales person successful. We aim for a yearly strong double digit growth, opening up many opportunities in an international scale-up. We want those who thrive in a fast-paced, performance-driven company, not afraid to stretch themselves in a fun environment, focused on impact and growth.


Amobee

Office Manager

Redwood City, California

About Amobee 

Amobee is a leading, global digital marketing technology company that provides data-driven solutions for agencies and brands. By leveraging our proprietary Brand Intelligence technology and cross-channel digital platform, Amobees clients gain a deeper understanding of their target audience by analyzing real-time and historical content consumption trends and sentiment from across the digital ecosystem. The insights generated from Amobee Brand Intelligence inform our client's media strategies and activation across all channels and devices to generate unparalleled ROI on a global scale.

Amobee is a division of Singtel's Digital L!fe Group, which is focused on creating new digital growth engines to delight customers and disrupt adjacent industries. Amobee operates across North America, South America, Europe, Middle East, Asia, and Australia.

Position Summary:

The Office Manager is responsible for managing the overall office operations and supporting our thriving company culture. This position will work with all San Diego teams to ensure that employees are properly set up with the right tools & resources. This position will also assist our business teams and high-level executives with executing employee and client events, internally and externally.

Responsibilities:
  • Oversee and support all administrative responsibilities to ensure smooth operations in our fast-paced office.
  • Professionally greet guests and interviewees with warmth, kindness, positivity and connect them to the right point person.
  • Manage the integrity of the conference room booking process.
  • Accept and deliver all mail, packages and food deliveries.
  • Maintain a professional, safe, and inviting working environment by keeping the office clean and organized.
  • Own office security. Control access to office and ensure it is properly secured each night. Make certain the office is secured during holiday times.
  • Foster our company culture through planning and executing incredible internal and external events such as company celebrations, company retreats, special events, office-wide meetings, office relocations, and other special projects. Ensure space or venue is sufficiently clean after the event.
  • Work closely with IT to ensure all technology is working properly and set up correctly for presentations and meetings.
  • Keep kitchen areas clean and stocked full of food, drinks and supplies.
  • Keep all copier/printer stations stocked and track/communicate monthly meter reads.
  • Manage office related finances such as credit cards, budgets, expenses and reviewing office related invoices for accuracy.
  • Work directly with our Academy Team to maintain employee engagement programs, ensuring all recognition programs, employee experience programs, engagement surveys, and other employee resources are executed in local office.
  • Provide support to Academy Team by maintaining up-to-date records of attendance/participation in programs/events, tracking employee swag inventory and assisting in the distribution of new hire welcome kits, employee anniversary gifts, and other swag provided by the company.
  • Plan and execute office culture activities, including birthday celebrations, team bonding activities, community service events, and annual company events. Create and maintain calendar invites Maintain calendar of key dates for employees in the office, including birthdays, employment anniversaries, other key events then plan/execute celebratory in-office events.
  • Create and disseminate office communications, including event invites, office announcements, and program reminders
  • Responsible for using sound judgment when making purchases and tracking expenses.
  • Develop and maintain vendor relationships; manage vendors, service providers, and take ownership of sourcing various office resources.
  • Proactively research and negotiate to ensure cost savings for all goods & services.
  • Serve as the liaison for office vendors and building/floor maintenance for any facility issues, repairs or inquiries.
  • Help integrate new employees with necessary equipment, information, and company procedures and policies.
  • Manage ordering, inventory, and budget for office supplies and equipment.
  • Occasionally assist key executives with errands & miscellaneous requests.
  • Responsible for new employee desk setup.
  • Be available and ready for unexpected daily needs of office and staff.
Required Qualifications:
  • Accredited Bachelors Degree or equivalent work experience in a similar business environment.
  • 2+ years experience in office administration or related field.
  • Possesses a high-level attention to detail, accuracy, and ability to multitask.
  • A magnetic personality, sense of humor, get-it-done attitude, and a high level of ownership.
  • Resilient, and easily adaptable to change.
  • Excellent time management skills, and the ability to prioritize and focus on multiple tasks in a fast-paced environment.
  • Excellent customer service skills.
  • Ability to be proactive, and solve problems expeditiously, while always maintaining a calm and professional demeanor.
  • Excellent verbal, written and listening communication skills.
  • Proficient in Microsoft Office applications (e.g. PowerPoint, Excel, Word, Outlook, and internet).
  • Ability to perform event setup and participation which may occur after normal business hours.
  • Some local travel; must have reliable transportation in order to conduct office related errands, source vendors and set-up events.
Preferred Qualifications:
  • Prior experience working in a high-tech start-up environment and understanding of the associated culture.

Flow Traders

Office Manager

New York, New York

Flow Traders is looking for a warm and energetic Office Manager to oversee the office operations for a 70-person company in a 27,000 sq. foot space in Midtown, Manhattan. The Office Manager will be responsible for providing high-level support to management, as well as managing reception, food & beverage program, employee experience events and facilities. They will interact with employees, clients, vendors and building management from time to time and will be key to the success of daily office operations and ensuring an enjoyable company culture.

Responsibilities:
  • Provide high level operational and administrative support to management including calendar management, presentation creation and communicating with external parties to schedule meetings/events
  • Manage incoming calls and greet visitors as the first point of contact for guests and clients
  • Collaborate with the Facilities Coordinator to ensure a clean, comfortable and fully functional office environment
  • Coordinate domestic and international travel including flight, hotel, car service for company personnel
  • Oversee employee engagement initiatives such as annual wellness challenge, ongoing corporate sports leagues, and team building events
  • Serve as key liaison for vendor relations, including existing food and beverage programs, stationery and promotional swag manufacturers, HVAC and building management
  • Supervise the maintenance of office equipment, including coffee machines, appliances, and lounge activities
  • Point of contact for property landlord and facilities operations including securing access cards, freight operations, building requests, and small repairs
  • Manage company cell phone lines and accounts
  • Oversee consistent inventory and per employee cost oversight
  • Assist and participate as needed in ad hoc activities and special projects with various departments
Requirements:
  • 2 years' of Reception or Office Management experience
  • Proficient in Microsoft Office, particularly in Outlook, Excel, and PowerPoint
  • Excellent written and verbal communication skills
  • Highly organized and detail-oriented
  • Able to prioritize and multi-task several efforts simultaneously
  • Maintains a positive attitude, is proactive and likes to take initiative
  • Friendly with a professional etiquette and customer service focus
  • Strong interpersonal skills and the ability to work with different personality types
  • Can work both independently and across teams
We offer

Flow Traders offers you an exciting job and lots of opportunities within the most dynamic of environments. We like to think that talent grows at Flow and stays at Flow. To ensure this, we provide our employees with the best working environment, the latest technology, continuous support, and we go out of our way to retain the small business feeling with which we started.

Company

Flow Traders is a principal trading firm. We are a leading global technology-enabled liquidity provider specialized in Exchange Traded Products (ETPs). We continuously provide liquidity to the major financial markets. Our sophisticated in-house technology platform enables us to quote prices on many exchanges simultaneously. We also quote bid and ask prices off-exchange to institutional counter-parties on request. Robust risk management is at the core of our business, and our risk functions are closely integrated into our platform. Our headquarters in Amsterdam and offices in New York, Hong Kong, Singapore, and Cluj accommodate over 400 employees.


Flow Traders grew to be as successful as we are today out of the expertise and experience of our founding partners. Our non-hierarchical approach stimulates innovation and achievement. We invest in our talented, highly motivated people since they hold the key to our success. Our demanding, sophisticated work continuously puts us to the test. We wouldn't have it any other way. We. Love. This. Job.

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