Office Managers
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Chapter 1: What is an Office Manager ? An office manager is an employee charged with the general administrative responsibilities of any given office of a corporation. In small and medium sized companies the task is often given to the corporation's accountant. In large companies there will often be several offices in several geographical areas, and each one will have an office manager. An office manager will free you from a whole range of time-consuming responsibilities, allowing you and everyone else in your company to concentrate on the fundamentals of running the business or just getting your jobs In some firms, the office manager may be a secretary or receptionist. In others, the office manager may take on more responsibilities or acting as a bookkeeper or technology troubleshooter. An office manager is an individual who oversees the running of a business. This individual will plan, coordinate and also oversee various business functions which are performed by the other employees of the company or corporation. The office manager not only will supervise the work of other employees but they will perform a wide range of tasks themselves in their role as office manager.
Clear File in English III Leader: Connie V. Tan Assist. Leader: Alfonso M. Galang Members: Ana Joy A. Tan John Lee A. Castillo Joy S. Mirasol Mariecar P. Salinas Michelle P. Nain Aila T. Dorognan Joel A. Carbonilla Maria Diane L. Delgado
Duties and Responsibilities of an Office Manager
Chapter 2: Specific Duties of the Office Manager An office manager will perform various specific duties in their professional role. In many businesses, an office manager is the individual who is responsible for hiring and firing the staff. They will place advertisements looking for employees and also perform the interviews of potential future employees. They may also be responsible for firing any employees who do not meet the requirements of the company. One who is an office manager may need to order supplies for the company which they work for in their role as office manager. This will be a pertinent responsibility on the part of the office manager. In order to ensure that all supplies are ordered when needed, the office manager will most likely have to perform frequent checks on the supply cabinet to make sure that items are always in stock. Frequently the office manager is also responsible for performing payroll duties for the business. The office manager will keep track of the hours which each employee works in addition to the set pay for employees. This individual will write out payroll checks and distribute such funds to the employees on payday. One who works as an office manager may also need to perform accounting duties for the entire business. Not only does this relate to money coming into the business but money going out as well. They will perform the accounting and may even be responsible for the tax calculations when tax season comes around.
This duty may be simple or complex, depending upon the business and role of the office manager. The office manager is an individual who may also have a hand in the general office building structure as well. The office manager may pay the office building rent as well as bills relating to electric, gas and water utilities. Should renovations take place throughout the office, the office manager is the one who will most likely oversee those projects as the employer probably will not want to be too involved with projects such as these. One who has the job of an office manager may also be responsible for performing clerical duties on a daily basis. Tasks such as answering phones, filing and typing up documents may be a daily occurrence which the office manager may need to handle. Depending on the business, these may be simple tasks which take a few minutes or lengthy ones which take a few hours time. An office manager is often responsible for listening to complaints as well. These complaints may come from the staff members or outside parties who have issues with the business itself. It is up to the office manager to listen attentively, address the situation and come up with complete resolutions to the problem. Some issues may be addressed solely by the office manager whereas others will need to be addressed by the employers themselves.
Job Description Office managers organise and supervise all of the administrative activities that facilitate the smooth running of an office. The role is very similar to that of an administrator or senior secretary. An office manager may be expected to carry out a range of administrative and IT-related tasks, although this will depend on the size and type of organisation where they work. Although the individual nature of an office manager's work will greatly differ across organisations, the one factor they all have in common is that they are ultimately responsible for ensuring that their office runs efficiently.
Typical Work Activities The balance of administrative and managerial duties undertaken will typically depend on the size of organisation:
in a smaller organisation, the office manager could be responsible for arranging meetings and typing documents; in a larger organisation these duties would be taken up by the administrative personnel and the office manager's role would be more organisational/supervisory in nature.
Introduction Modern technology today has changed the traditional rules of a secretary just it has changed the way that office operates. The clerical worker of yesterday has become the information manager of today. Although information processing has always been at the center of secretarial work, this function is now combined with the management of the technologies. In addition, handling basic functions such as greeting a visitor and sorting incoming mail, secretaries has now direct and monitor the flow of information through advance electronics and telecommunications systems. As years goes by household appliances was sale in the market. Considering that media advertising is effecting with their campaign thru television, spreadsheet and a radio commercial is also in. Every household had at least three to four appliances. Nowadays the computers and cellular phones is the hot item in the market. If a person do not have a cellular phone right now, everyone will think that she is born from the StoneAge. Technologies was invented to make our life comfortable, just like computers or laptop for instance, if you want to know some information regarding a particular subject all you need to do is look for it in the internet and in less than a time it is in your hand. Washing machines help our laundry saves time to evenly use this it to spend with our family.
Life would not be the same without television, telephones, computers, washing machines, cellular phones and other gadgets that are a fact. Whether it would be better or worst it is a matter of personal opinion. Another fact is that gadgets will never be gone because it is generally a part of history. Sometimes it is hard to live without these gadgets/appliances but to believe or not, it depends upon the person who uses these gadgets if they are enjoying or not. Everyone knows that today it is very useful and without knowing, too much depending on this gadget really made a lot of problems.
Overview A part of office managements are the performance of confidential work that is related to the provision of office management services to the following groups of people, without passing the services by other people: • • • •
unclassified executive secretaries, unclassified executive directors, other agency heads, division administrators. People that hold office management positions conduct special studies and from
the results of these special studies, they develop reports. Apart from developing reports, they also provide input to management on the development of policies and procedures. Office management may also provide paralegal support, and may draft correspondence for management, schedule appointments, etc.
Related Literature Geoffrey S. Childs, Edwin J. Clapp, and Bernard Lichtenberg., Office Management. (New York: Alexander Hamilton Institute, 1919), Lee Galloway, Factory and office administration (New York,: Alexander Hamilton institute, 1918), Lee Galloway, Office Management: Its Principles and Practice (New York: 1919), William Henry Leffingwell, Office Management - Principles and Practice (London: A. W. Shaw Company, 1925), William Henry Leffingwell, A Textbook of Office Management (New York: McGrawHill Book Company Inc, 1932), William Henry Leffingwell and Edwin Marshall Robinson, Textbook of Office Management (New York: McGraw-Hill, 1943), Harry L. Wylie, Merle P. Gamber, and Robert P. Brecht, Practical Office Management (New York: Prentice Hall, 1937). Marilyn Manning, Patricia Haddock, Office Management. Thomson Crisp Learning. 2001 ISBN 1-56052-604-1
Associated Careers Office managers often use their on-the-job accounting skills to become bookkeepers, bank assistants, and clerks. Some use their pricing experience to become professional purchasing agents, but these opportunities are limited, particularly for those in rural locations. Few office managers return to school for further degrees, although a small number go back to school to study library science.
A Day in the life of an Office Manager “An office manager is responsible for the smooth operation of the day-to-day business of the company,” one manager wrote us, adding the caveat: “No excuses accepted.” A good office manager makes it possible for other people to function efficiently. Office managers work closely with the company partners, owner, or president to meet their company’s staffing, equipment, and organizational needs. Duties may include pricing products from vendors, interviewing job applicants, managing payroll, and reimbursing members of the firm for out-of-pocket business expenses. An office manager must exercise sound judgment day in and day out, and any lapse can result in termination. This may be the reason that office managers generally take their jobs so seriously. Pressure can be significant, particularly for those in charge of large offices. Office managers who succeed have confidence, common sense, loyalty, and the ability to motivate others. Survey respondents who were part-time office managers added the importance of being able to work with others on a team or in pairs to coordinate smooth operations. Although it is common to think that an office manager should be an angel of tact and discretion, existing on the favorable review of his superiors, people in the profession disagreed. Many office managers said their jobs require them to be somewhat more firm than gentle when projects have to be completed, equipment needs to be serviced, or difficulties with staffing spring up. “You’ve got to stand up for what you know are the right decisions for the company, even if the boss disagrees. You live on your reputation, and when you have to do your job to someone else’s commands, you have to voice your opinion,” said one fifteen-year manager.
He was supported by a number of others. “Tough,” “precise,” and “go-getting” were also words that popped up many times on our surveys. The greatest satisfaction that office managers mentioned concerned their productivity. Office managers can see immediate results from their decisions; they can control their environment (within the boundaries imposed by their employer). This ability to determine one’s own fate cuts both ways, however. Office managers have a very high turnover rate, due to firing, job mobility, and retirement. They are often the first one to be let go when conflicts arise between producers and managers, and they are frequently blamed for office problems that are not of their own making. Office management provides a very structured environment with clearly defined duties for those with financial, organizational, and interpersonal skills. One needs to have a high tolerance for risk and not be too concerned with job security.
Positive Traits Which All Office Managers Must Possess One important trait which all office managers should have is that of adequate problem solving skills. Since the office manager is the individual who one goes to in order to have their complaints resolved the office manager must be a good problem solver by nature. Even if the office manager cannot solve the problem on their own, they must know who to go to so that the problem can be solved by someone, if not themselves. An office manager should also be personable in nature. Since these are individuals who need to deal with others, both inside and outside of the office environment, it is pertinent for office managers to be good conversationalists. They must be at ease while conversing with others as this will enable them to get the job done in the most efficient way possible. Good mathematical skills are another positive trait for office managers to possess as they will be working with numbers on a frequent basis. Not only do office managers have to perform payroll duties but they may need to perform accounting tasks as well. Those who have good mathematical skills will be able to get the job done as quickly as possible. Another positive trait for office managers to possess is good multitasking skills. Frequently an office manager will feel himself or herself being pulled in every different direction so it is important for the office manager to know how to do multiple things at one time. Lastly, office managers should be leaders by nature. They should be comfortable with filling a lead position and be able to resolve all problems which come their way. By being a natural leader, the office manager will be able to complete their daily duties in a timely and efficient manner.
Chapter 3: Office Manager's Job Duties Office managers may be responsible for secretarial and reception services, administration, payroll, conference planning and travel, information and data processing, mail, printing and reproduction, filing and finding records. Besides their own workload of typing, transcription, copying and handling the phone, office managers usually supervise other secretaries or administrative workers. High-level office managers may have the power to hire or fire clerical staff, define the responsibilities of supervisors below them, develop departmental plans and implement systems to improve productivity and customer service.
The office manager is the coordinator of the work system his role is to coordinate on the front and by giving assignment. To monitor work processes and to evaluate outcome. The outcomes of work are intended for what can be called final receiving system, as for instance, client, customer, and other departments.
An office manager is responsible for planning, organization, and controlling the clerical aspect of the organization, including the preparation, communication, coordination and storage of data to support production and other important operation of an industrial establishment as that engage in marketing.
Chapter 4: General Responsibilities of an Office Manager An individual who holds the position of office manager has a wide array of diverse duties and responsibilities which must be performed on a daily basis. The office manager has a role in many different businesses and their exact duties and responsibilities will depend on the type of business, size of the business and role which they play within the business.
There are a number of general responsibilities concomitant with the role of office manager. These will vary from business to business but many of the responsibilities include hiring and firing of employees, ordering supplies, performing payroll duties, performing accounting duties, taking phone calls and performing general everyday tasks necessary for the efficient running of the business. Most businesses have one primary office manager however some may have two or more individuals who share the managerial duties.
Attendance as of June – September 2008
Organizational Chart
Conclusion Office managers have big shoes to fill in the business world. They need to be able to effectively communicate with others, solve problems on a daily basis and do all of these things while performing daily clerical tasks. If one is a natural leader, they are sure to excel in the position of office manager. The duties and responsibilities of this position are great, however, the results can be wonderful as well as the office manager is taking on a very important role in the daily business operations.
Significance of the Study
This study provides and shows information about an office manager’s responsibility, career, duty, role, positive traits, etc. that is made specifically for an administrator that attempts to be a future office manager someday. To give ideas, knowledge and also to help future managers to have a background on these career. This is enclosed by a improved data’s that is searched for the benefits of the Administrators and readers.
Resume, Application and Excuse Letters
Company Logo
Clear File in English III Leader: Connie V. Tan Assist. Leader: Alfonso M. Galang Members: Ana Joy A. Tan John Lee A. Castillo Joy S. Mirasol Mariecar P. Salinas Michelle P. Nain Aila T. Dorognan Joel A. Carbonilla Maria Diane L. Delgado
Duties and Responsibilities of an Office Manager
Chapter 2: Specific Duties of the Office Manager An office manager will perform various specific duties in their professional role. In many businesses, an office manager is the individual who is responsible for hiring and firing the staff. They will place advertisements looking for employees and also perform the interviews of potential future employees. They may also be responsible for firing any employees who do not meet the requirements of the company. One who is an office manager may need to order supplies for the company which they work for in their role as office manager. This will be a pertinent responsibility on the part of the office manager. In order to ensure that all supplies are ordered when needed, the office manager will most likely have to perform frequent checks on the supply cabinet to make sure that items are always in stock. Frequently the office manager is also responsible for performing payroll duties for the business. The office manager will keep track of the hours which each employee works in addition to the set pay for employees. This individual will write out payroll checks and distribute such funds to the employees on payday. One who works as an office manager may also need to perform accounting duties for the entire business. Not only does this relate to money coming into the business but money going out as well. They will perform the accounting and may even be responsible for the tax calculations when tax season comes around.
This duty may be simple or complex, depending upon the business and role of the office manager. The office manager is an individual who may also have a hand in the general office building structure as well. The office manager may pay the office building rent as well as bills relating to electric, gas and water utilities. Should renovations take place throughout the office, the office manager is the one who will most likely oversee those projects as the employer probably will not want to be too involved with projects such as these. One who has the job of an office manager may also be responsible for performing clerical duties on a daily basis. Tasks such as answering phones, filing and typing up documents may be a daily occurrence which the office manager may need to handle. Depending on the business, these may be simple tasks which take a few minutes or lengthy ones which take a few hours time. An office manager is often responsible for listening to complaints as well. These complaints may come from the staff members or outside parties who have issues with the business itself. It is up to the office manager to listen attentively, address the situation and come up with complete resolutions to the problem. Some issues may be addressed solely by the office manager whereas others will need to be addressed by the employers themselves.
Job Description Office managers organise and supervise all of the administrative activities that facilitate the smooth running of an office. The role is very similar to that of an administrator or senior secretary. An office manager may be expected to carry out a range of administrative and IT-related tasks, although this will depend on the size and type of organisation where they work. Although the individual nature of an office manager's work will greatly differ across organisations, the one factor they all have in common is that they are ultimately responsible for ensuring that their office runs efficiently.
Typical Work Activities The balance of administrative and managerial duties undertaken will typically depend on the size of organisation:
in a smaller organisation, the office manager could be responsible for arranging meetings and typing documents; in a larger organisation these duties would be taken up by the administrative personnel and the office manager's role would be more organisational/supervisory in nature.
Introduction Modern technology today has changed the traditional rules of a secretary just it has changed the way that office operates. The clerical worker of yesterday has become the information manager of today. Although information processing has always been at the center of secretarial work, this function is now combined with the management of the technologies. In addition, handling basic functions such as greeting a visitor and sorting incoming mail, secretaries has now direct and monitor the flow of information through advance electronics and telecommunications systems. As years goes by household appliances was sale in the market. Considering that media advertising is effecting with their campaign thru television, spreadsheet and a radio commercial is also in. Every household had at least three to four appliances. Nowadays the computers and cellular phones is the hot item in the market. If a person do not have a cellular phone right now, everyone will think that she is born from the StoneAge. Technologies was invented to make our life comfortable, just like computers or laptop for instance, if you want to know some information regarding a particular subject all you need to do is look for it in the internet and in less than a time it is in your hand. Washing machines help our laundry saves time to evenly use this it to spend with our family.
Life would not be the same without television, telephones, computers, washing machines, cellular phones and other gadgets that are a fact. Whether it would be better or worst it is a matter of personal opinion. Another fact is that gadgets will never be gone because it is generally a part of history. Sometimes it is hard to live without these gadgets/appliances but to believe or not, it depends upon the person who uses these gadgets if they are enjoying or not. Everyone knows that today it is very useful and without knowing, too much depending on this gadget really made a lot of problems.
Overview A part of office managements are the performance of confidential work that is related to the provision of office management services to the following groups of people, without passing the services by other people: • • • •
unclassified executive secretaries, unclassified executive directors, other agency heads, division administrators. People that hold office management positions conduct special studies and from
the results of these special studies, they develop reports. Apart from developing reports, they also provide input to management on the development of policies and procedures. Office management may also provide paralegal support, and may draft correspondence for management, schedule appointments, etc.
Related Literature Geoffrey S. Childs, Edwin J. Clapp, and Bernard Lichtenberg., Office Management. (New York: Alexander Hamilton Institute, 1919), Lee Galloway, Factory and office administration (New York,: Alexander Hamilton institute, 1918), Lee Galloway, Office Management: Its Principles and Practice (New York: 1919), William Henry Leffingwell, Office Management - Principles and Practice (London: A. W. Shaw Company, 1925), William Henry Leffingwell, A Textbook of Office Management (New York: McGrawHill Book Company Inc, 1932), William Henry Leffingwell and Edwin Marshall Robinson, Textbook of Office Management (New York: McGraw-Hill, 1943), Harry L. Wylie, Merle P. Gamber, and Robert P. Brecht, Practical Office Management (New York: Prentice Hall, 1937). Marilyn Manning, Patricia Haddock, Office Management. Thomson Crisp Learning. 2001 ISBN 1-56052-604-1
Associated Careers Office managers often use their on-the-job accounting skills to become bookkeepers, bank assistants, and clerks. Some use their pricing experience to become professional purchasing agents, but these opportunities are limited, particularly for those in rural locations. Few office managers return to school for further degrees, although a small number go back to school to study library science.
A Day in the life of an Office Manager “An office manager is responsible for the smooth operation of the day-to-day business of the company,” one manager wrote us, adding the caveat: “No excuses accepted.” A good office manager makes it possible for other people to function efficiently. Office managers work closely with the company partners, owner, or president to meet their company’s staffing, equipment, and organizational needs. Duties may include pricing products from vendors, interviewing job applicants, managing payroll, and reimbursing members of the firm for out-of-pocket business expenses. An office manager must exercise sound judgment day in and day out, and any lapse can result in termination. This may be the reason that office managers generally take their jobs so seriously. Pressure can be significant, particularly for those in charge of large offices. Office managers who succeed have confidence, common sense, loyalty, and the ability to motivate others. Survey respondents who were part-time office managers added the importance of being able to work with others on a team or in pairs to coordinate smooth operations. Although it is common to think that an office manager should be an angel of tact and discretion, existing on the favorable review of his superiors, people in the profession disagreed. Many office managers said their jobs require them to be somewhat more firm than gentle when projects have to be completed, equipment needs to be serviced, or difficulties with staffing spring up. “You’ve got to stand up for what you know are the right decisions for the company, even if the boss disagrees. You live on your reputation, and when you have to do your job to someone else’s commands, you have to voice your opinion,” said one fifteen-year manager.
He was supported by a number of others. “Tough,” “precise,” and “go-getting” were also words that popped up many times on our surveys. The greatest satisfaction that office managers mentioned concerned their productivity. Office managers can see immediate results from their decisions; they can control their environment (within the boundaries imposed by their employer). This ability to determine one’s own fate cuts both ways, however. Office managers have a very high turnover rate, due to firing, job mobility, and retirement. They are often the first one to be let go when conflicts arise between producers and managers, and they are frequently blamed for office problems that are not of their own making. Office management provides a very structured environment with clearly defined duties for those with financial, organizational, and interpersonal skills. One needs to have a high tolerance for risk and not be too concerned with job security.
Positive Traits Which All Office Managers Must Possess One important trait which all office managers should have is that of adequate problem solving skills. Since the office manager is the individual who one goes to in order to have their complaints resolved the office manager must be a good problem solver by nature. Even if the office manager cannot solve the problem on their own, they must know who to go to so that the problem can be solved by someone, if not themselves. An office manager should also be personable in nature. Since these are individuals who need to deal with others, both inside and outside of the office environment, it is pertinent for office managers to be good conversationalists. They must be at ease while conversing with others as this will enable them to get the job done in the most efficient way possible. Good mathematical skills are another positive trait for office managers to possess as they will be working with numbers on a frequent basis. Not only do office managers have to perform payroll duties but they may need to perform accounting tasks as well. Those who have good mathematical skills will be able to get the job done as quickly as possible. Another positive trait for office managers to possess is good multitasking skills. Frequently an office manager will feel himself or herself being pulled in every different direction so it is important for the office manager to know how to do multiple things at one time. Lastly, office managers should be leaders by nature. They should be comfortable with filling a lead position and be able to resolve all problems which come their way. By being a natural leader, the office manager will be able to complete their daily duties in a timely and efficient manner.
Chapter 3: Office Manager's Job Duties Office managers may be responsible for secretarial and reception services, administration, payroll, conference planning and travel, information and data processing, mail, printing and reproduction, filing and finding records. Besides their own workload of typing, transcription, copying and handling the phone, office managers usually supervise other secretaries or administrative workers. High-level office managers may have the power to hire or fire clerical staff, define the responsibilities of supervisors below them, develop departmental plans and implement systems to improve productivity and customer service.
The office manager is the coordinator of the work system his role is to coordinate on the front and by giving assignment. To monitor work processes and to evaluate outcome. The outcomes of work are intended for what can be called final receiving system, as for instance, client, customer, and other departments.
An office manager is responsible for planning, organization, and controlling the clerical aspect of the organization, including the preparation, communication, coordination and storage of data to support production and other important operation of an industrial establishment as that engage in marketing.
Chapter 4: General Responsibilities of an Office Manager An individual who holds the position of office manager has a wide array of diverse duties and responsibilities which must be performed on a daily basis. The office manager has a role in many different businesses and their exact duties and responsibilities will depend on the type of business, size of the business and role which they play within the business.
There are a number of general responsibilities concomitant with the role of office manager. These will vary from business to business but many of the responsibilities include hiring and firing of employees, ordering supplies, performing payroll duties, performing accounting duties, taking phone calls and performing general everyday tasks necessary for the efficient running of the business. Most businesses have one primary office manager however some may have two or more individuals who share the managerial duties.
Attendance as of June – September 2008
Organizational Chart
Conclusion Office managers have big shoes to fill in the business world. They need to be able to effectively communicate with others, solve problems on a daily basis and do all of these things while performing daily clerical tasks. If one is a natural leader, they are sure to excel in the position of office manager. The duties and responsibilities of this position are great, however, the results can be wonderful as well as the office manager is taking on a very important role in the daily business operations.
Significance of the Study
This study provides and shows information about an office manager’s responsibility, career, duty, role, positive traits, etc. that is made specifically for an administrator that attempts to be a future office manager someday. To give ideas, knowledge and also to help future managers to have a background on these career. This is enclosed by a improved data’s that is searched for the benefits of the Administrators and readers.
Resume, Application and Excuse Letters
Company Logo
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