Office Manager Job Description Templates: How To Write & Examples

Being an office manager is a crucial role that keeps any organization running smoothly. In this article, we will provide guidance on how to write an effective office manager job description as well as examples you can use as templates. A well-written job description is important to attract qualified candidates and set clear expectations for the role. We'll outline the key sections to include and what information to cover in each. We'll also answer some frequently asked questions about the office manager position. By the end, you'll have a thorough understanding of how to write your own customized office manager job description to recruit top talent.

How to Write an Office Manager Job Description

When writing an office manager job description, there are several important elements to include:

Job Summary

The job summary should be a one to two sentence high-level overview of the office manager role and what they will be responsible for. An example job summary is:

"The Office Manager is responsible for overseeing all administrative functions of the office including human resources, facilities, and operations to ensure smooth day-to-day business operations."

Essential Job Functions

This section lists the core responsibilities and tasks that the office manager must be able to perform. Some common duties to include are:

• Managing the general office facilities including maintenance, supplies, and equipment
• Overseeing human resources functions like onboarding, payroll, benefits administration, and employee relations
• Coordinating office operations like meeting planning, travel arrangements, mail distribution
• Preparing financial reports, budgets, and completing accounting functions
• Ensuring compliance with company policies and procedures
• Supervising administrative staff and providing training/development
• Being the first point of contact for visitors and incoming calls/emails
• Maintaining paper and electronic filing systems

Qualifications

Outline the minimum education, experience, skills, certifications, and personal attributes required for the role. Common qualifications include:

• Bachelor's degree in business administration, office management or related field (preferred but not always required)
• 3-5 years of experience in an office administration or management role
• Proficiency with MS Office, accounting software, HRIS systems
• Strong organizational, time management, and multi-tasking abilities
• Excellent written and verbal communication skills
• Ability to work both independently and as part of a team
• Attention to detail and problem-solving skills

Physical Demands

If applicable, list any regular physical activities like lifting, carrying, pushing, pulling, kneeling, stooping etc. and the frequency and weight/force requirements. This is especially important for ADA/disability compliance.

Work Environment

Describe the typical conditions where the work will be performed such as an office setting, exposure to noise/elements, travel requirements etc.

Compensation and Benefits

Provide information on pay, PTO, health insurance, retirement options and any other compensation or perks. Be upfront about what is being offered.

How to Apply

Include instructions on where and how candidates can submit their application materials such as a company website, email or physical address.

Frequently Asked Questions

Here are answers to some common questions about the office manager role:

What is the typical work schedule for an office manager?

Most office managers work a standard full-time schedule of 40 hours per week, usually Monday through Friday between core business hours of 8 or 9 AM to 5 or 6 PM. Some roles may require occasional evening or weekend work to cover events or meetings. Flex-time is also common to accommodate tasks that need to be done when others are not in the office.

What education or qualifications are required?

While a bachelor's degree is preferred, it is not always mandatory. The minimum education is typically a high school diploma or equivalent. 3-5 years of related office administration experience is a common baseline requirement. Hands-on skills in software like MS Office, accounting programs, and CRM/ERP systems are essential.

What is the average salary for an office manager?

According to the Bureau of Labor Statistics, as of May 2021 the average annual salary for office managers in the United States is $60,000. Salaries can vary significantly depending on factors like company size, industry, location, education level, and specific job responsibilities. Office managers at large corporations or in high cost of living areas may earn over $80,000 annually.

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Office Manager Job Description Template Examples

Now that we've covered the key elements to include in an office manager job description, let's look at some fully completed template examples you can reference:

Small Business Office Manager

Job Summary: Oversee the daily administrative operations of a small startup business with 10 employees. Manage facilities, human resources, and general office functions to ensure efficient business operations.

Essential Job Functions:

• Manage facility operations including maintenance contracts, supplies procurement, and office space layout/setup
• Handle all HR responsibilities such as onboarding, payroll, benefits administration, and employee relations
• Coordinate daily office activities like meeting scheduling, mail distribution, and supply reordering
• Maintain paper and electronic filing systems and ensure records are organized
• Oversee budget planning and bookkeeping tasks using accounting software
• Greet visitors and be the main point of contact for general office inquiries

Qualifications:

• High school diploma required, Associate's degree in business or office administration preferred
• 2+ years of office administration experience
• Proficiency with G Suite, QuickBooks, and HRIS software
• Excellent communication, organizational and problem-solving skills
• Ability to multi-task and prioritize competing demands
• Attention to detail with proven ability to maintain accurate records

Compensation: $40,000 - $45,000 annual salary. 3 weeks PTO. Company-sponsored medical, dental and vision insurance. 401k retirement plan available after 1 year of employment.

Corporate Office Manager

Job Summary: Oversee the day-to-day administrative operations of a busy corporate office with 50 employees. Supervise a team of 3 administrative assistants while ensuring smooth business operations.

Essential Job Functions:

• Manage facilities, procurement, and vendor relationships for large multi-floor office space
• Lead HR team in all employee programs including benefits, payroll, training and development
• Plan and coordinate logistics for all company-wide meetings and events
• Oversee accounting functions like budgeting, expense tracking and financial reporting
• Hire, train and develop administrative support staff team
• Ensure compliance with company policies and procedures

Qualifications:

• Bachelor's degree in business administration, office management or related field required
• 5+ years of progressive experience in office administration/management role
• Proficiency with Microsoft Office, ADP Workforce Now, Concur, and SharePoint
• Ability to effectively communicate with all levels of employees
• Strong leadership, project management and problem-solving skills

Compensation: $65,000 - $75,000 annual salary. 4 weeks PTO. Comprehensive medical, dental, vision and life insurance benefits. 401k match up to 4%. Annual bonus potential.

I've included examples for both a small business office manager as well as a larger corporate role to demonstrate how the description can be tailored based on company size and specific responsibilities. The key information across all sections is covered to paint a clear picture of what is required. Please let me know if any part of the article needs further expansion or clarification.