The term management means controlling or administering. Office management in other words is office efficiency and every other aspect that affects the performance of office work. It is their function to guide and organize the activities of the office personnel. Let’s know some of the Office Management Jobs.
The office management job includes coordinating office activities as well as maintaining employee satisfaction. All that is necessary for managing the business is maintaining efficiency and effectiveness. The control over the office would result in a reduction in company expenditures, satisfied employees, and proper coordination between all corporate activities.
Definition of Office Management
The activities of planning, designing, implementing work in an organization including its offices are all included in office management. The usual responsibilities are the creation of a suitable work environment, proper guidance, and coordination of office personnel’s activities for achieving business goals.
The focus is on the personnel since success can only be achieved through efficient and hard-working individuals.
Office Manager
Office managers utilize their organizational and management skills to ensure the office runs smoothly regularly and manages a team of administrative or support staff.
Their administrative skills are in the areas like recordkeeping, mail distribution, printing, filing, copying, and correspondence. Their usual duties are to set goals for different departments, purchase and distribute supplies, plan budgets, supervise administrative and clerical personnel.
This pyramid structure shows the hierarchical job titles of a business.
Different Types of Office Management Jobs
There are a variety of office management jobs, even when the basic duties are similar for the managers. The office managers are responsible for hiring, training, promoting, and firing employees. The different types of office management jobs include those in the medical, corporate, legal, and virtually managed administration.
Corporate
Corporate office management jobs include managers at the particular company’s every branch. The district manager from the head office supervises every other branch manager. Hence he has to travel to the various branch locations which is the chief aspect of the job.
The corporate managers are also responsible for duties like planning new approaches for the organization’s human resource and marketing campaigns.
Medical
Detailed knowledge regarding anatomy, lab procedures, and health care laws is essential for a medical office manager. They usually work in doctor’s offices and oversees the medical assistants.
Their additional responsibilities like patient confidentiality and safe disposal of medical waste are of crucial importance.
Legal
Legal office management job demands experience in practicing law and an understanding extensive enough to understand law procedures.
Law office managers supervise the legal administrative assistants, manage the payroll, and the human resource department of the practice.
Virtual
Virtual office managers work for several small companies part-time than work full-time in a single business. Due to this reason, small businesses offer contract jobs to virtual office managers.
For small offices that don’t require an on-site office manager, virtual office managers are an ideal alternative for the steady growth of their businesses.
Different Types of Managers
There are various managerial positions in a business, some of them are as follows:
- Administrative services manager
- Business office manager
- Business unit manager
- Facilities manager
- Records management director
- Records and information manager
In the case of an organization with a smaller size and structure, the office manager’s roles are merged with other roles in the office. Some of such examples are:
- Company Secretary
- Marketing Assistant
- Human Resource Assistant
- Facilities Manager
Employers of Office Managers
Any organization with several employees can employ an office manager. The jobs are usually advertised through newspapers (both online and offline), job boards, and recruitment agencies. Some of such employers are:
- Central government
- Financial organizations
- Hospitals
- Local authorities
- Charities
- Universities
- Manufacturers
- Small businesses
Office Management Functions
- Planning
For achieving the company’s objectives it is necessary to create a structure of the responsibilities. This is an important function of office management. Only after having a clear picture of the long-term and short-term goals should the business attempt to reach them.
For operations to run efficiently and to facilitate control it is essential to have a planning and meeting organization that is detailed.
- Staffing
Executive office managers coordinate with Human resources regarding recruitment of staff, promotions, retirements, and compensations.
- Organization of Resources
This is crucial for achieving company goals with proper planning. Such resources include personnel or staff, materials, and financial backing.
Delegation comes after the stage of planning. This includes identifying the suitable materials and assigning them to the personnel. The finest office managers coordinate such tasks for optimum utilization of the resources following their preplanned goals.
- Coordinating with IT
Modern technologies are essential for a business to function nowadays. The office managers use them quite a bit. They use certain software for their daily work and managing the employees’ software and technology.
A company may even use software for managing digital facilities. They also work with the IT department for ensuring the smooth running of the meeting rooms. They should be trained about technology regarding video conferencing as well as the Wifi connection for both the employees and the guests.
- Communication
Proper and effective communication is crucial for high-functioning operations. An office manager unable to understand and fulfill the employees’ needs will only delay the company’s success.
Information like the latest technology and proper space for holding meetings are what an office manager should be aware of.
- Motivation
There are two types of motivation when it comes to office management. They are self-motivation and external motivation. Self-motivation of the employees makes the work easy and smooth. But when there’s a lack of it, they require external motivation.
Motivation’s purpose is employee satisfaction. His can result in high morale and better work performance by the employees or office workers.
Responsibilities of Office Manager
- They organize various meetings and update the databases.
- They are in charge of booking proper accommodation and transportation.
- They are responsible for the purchase of furniture and stationery.
- They organize the conferences or special events of the company.
- They have to deal with the complaints and queries.
- They supervise the administrative personnel.
- They manage the office budgets.
- They are responsible for liaising with the clients, suppliers, as well as staff.
- They prepare presentations, letters, and reports.
- They implement and maintain the administrative systems.
- They ensure the update of the policies regarding health and safety.
- They delegate tasks to the junior employees.
- They make use of various software packages.
- They organize the new employees’ induction programs.
- They attend the meetings held with the senior management.
- They assist the human resources to function through the updates of personnel records, arrangement of interviews, and so on.
So duties of an office manager can be divided chiefly into three types:
- Managerial duties
- Administrative duties
- Financial and HR duties
Skills Needed for Office Management Jobs
- Possess good communication skills
- Have good judgments
- Should be able to solve problems
- Make quick decisions
- Proper management of time
- Give attention to details
- To plan and organize
- Be good at delegating
- Take strong initiatives
- Can adapt easily
- Can be a leader and a coach
- Proficient in basic computer skills
- Can work well with the team
- Is capable of managing budgets
- Has enough knowledge of principles related to business and management
People to Work with
Besides administrative, operational, and human resources personnel, who the office managers work with closely, they may also have to coordinate with sales and customer service personnel.
- Human Resources Coordinator
- Human Resources Assistant
- Human Resources Generalist
- Office Coordinator
- Office Assistant
- Receptionist
- Administrative Assistant
- Marketing Assistant
- Operations Assistant
- Data Entry Associate
- Facilities Manager
- Sales Representative
Educational Qualifications Required for an Office Management Job
The necessary qualifications for an office management job include proper education, training, and certification.
1. Secondary Education
The minimum educational qualification required for a job in office management is a high school diploma or equivalent. Most employers prefer a bachelor’s degree. Some of the related degrees to office management jobs are human resource management, business administration, or information management.
2. Certificate Programs
Individuals who want a future in office management can enroll in vocational schools, community colleges, or universities (four-year courses) for business certificate programs. Facilities management, business management, and business administration are the different fields for which schools offer certificates.
One needs to complete a full-time course of two years for such certificates. There are also online and accelerated options for students who want to graduate faster.
Such programs explore leadership and business-related topics such as, human resources, budgeting, conflict management, product management, contracting, and procurement.
Certificated for facility management or other (specialized) discipline additional courses are required. For example, strategic planning, operations, maintenance, and business’ risk and continuity.
3. Associate Degree Programs
Individuals with associate degrees and management work experience are hired by certain employers. Various business programs provide programs based on the student’s career goals like small businesses or office management. Others offer full degrees for programs like business administration, office management, and office administration.
One has to study full-time for two years to complete their associate degrees most of the time which comprises 60 credit points. Such programs include educational courses on general subjects like English or math along with major courses like leadership, finance, and marketing.
4. Bachelor’s Degree Programs
The most common educational requirement for office management jobs is a bachelor’s degree in any business-related course. A bachelor’s degree consists of a total of 120 credit points for the students to complete. For example, core business, general education, and concentration coursework.
It depends on the school, whether the students major in office administration, office management, or they simply go for a Bachelor’s degree in general courses based on office management.
Usually, a student pursuing a Bachelor’s degree in office management needs to complete an internship as well as the degree with a seminar course on strategic management.
5. License or Certification
Professional certifications are not mandatory but they do boost the competitiveness of the candidate in the job market. Certain well-known organizations offer certified facility manager and records manager credentials. Others offer specialized award certifications in different areas like legal management, property administration, and medical record management.
Most of such certifications require a bachelor’s degree or years of work experience to qualify for credentialing exam. Exams happen for several hours. There are also test competencies such as leadership, product management, and communication.
Applicants are required to pay the fees to apply for the examination. To keep renewing and maintaining their credentials, they must keep paying the fees and meeting the educational requirements.
Experience wanted by the Employers
- Experience in hiring
- Can supervise staff
- Can manage the supplies and inventory
- Capable of experiencing developing standards
- Has sufficient process improvement
- Experience in administration
- Knowledge of accounting
- Experience in management
- Sufficient knowledge in Human Resource management
- Clerical management
Salary of Office Management Jobs
The United States Bureau of Labor Statistics has reported in 2018, that more than three hundred thousand office managers were employed. They earned an average salary of ninety-six thousand US dollars annually.
BSL also states that compared to top other professions, this field is has a faster growth rate of seven percent, between 2018 and ten years later in the future.
The salary depends on the company, its location, and the seniority of the position.
This chart shows the average hourly and annual salaries of different office personnel.
How to get an Office Management Job
- Completing an educational program
- Completing a certification program
- Applying for a position related to administration
- Developing and demonstrating leadership qualities
- Applying for an office manager job
Conclusion
A normal day in an office manager’s life depends completely on the office’s needs. One day he might new to scan through the resumes of the new hires or for hiring new personnel. Another day he might confirm the delivery of new materials.
They work closely both with the administrative and the executive departments. As a result, they have to assist directors, vice-presidents, and other executives with different tasks.
Frequently Asked Questions
1. Are office management jobs good?
Office management jobs are abundant in the market. Every small or big business requires an office manager to function properly.
2. Do office managers have administrative duties?
Office managers oversee administrative functions of the organization they belong to.
3. What is another title for office manager?
Office managers are also known as office administrators.
4. Does an office management job require good communication skills and leadership qualities?
Good communication and leadership qualities are necessary skills required for a job in office management.