Essential Duties of an Office Manager for Efficient Operations

Duties of Office Manager Presented by Dr. B. N. Shinde Assistant Professor Department of Commerce Deogiri College, Aurangabad

Duties of Office Manager 1.Staff Management recruit and select new candidates prepare paperwork for hires and terminations conduct orientation of new staff members identify and organize training programs for staff motivate, mentor and coach staff delegate and coordinate work tasks manage performance including evaluations and feedback resolve disputes and grievances keep staff attendance reports maintain employee personal files

Conti 2. Accounting monitor and record expenses prepare expense reports maintain office budget maintain bookkeeping system through monthly financial reports process accounts receivable and accounts payable follow up on overdue accounts perform account reconciliations manage petty cash

Conti 3. Payroll monitor and record hours worked including overtime monitor vacation and sick leave administer benefits compute tax returns write and distribute payroll checks

Conti organize appointments and meetings maintain calendars and schedules manage travel arrangements prepare and distribute minutes of meetings arrange and prepare presentations prepare and distribute correspondence compile and present special reports answer, screen and direct incoming calls 4. Secretarial

Conti 5. Data Management create and maintain databases organize retention, protection, retrieval, transfer and removal of records ensure security of data

Continue.. Policies and Procedures evaluate existing procedures design and implement procedural improvements prepare materials describing procedures and standards communicate changes in policies and procedures ensure adherence to policies and procedures by staff members

Continue.. Customer Service handle customer inquiries and complaints process customer requests keep updated customer records

Continue.. General Office Management maintain and upkeep office equipment and furniture organize repairs and upgrades follow through on maintenance agreements and contracts ensure payment of utility bills order and maintain office supplies research vendors for pricing and delivery options troubleshoot computer and systems problems Contacts with IT specialists to resolve problems technical problems.

Qualities of Office Manager 1. The office manager must be able to plan the office work, organize the work among office staff according to their ability and aptitude, direct and motivate staff to perform the work efficiently and economically and to maintain discipline and harmony among the staff fairly and firmly. 2. A good office manager should have as wide and varied a business experience as possible. 3. Office manager must have a good command of language. 4. He must be a model leader to his office staff. 5. He must be deal with the problems more confidently and firmly.

Qualities of Office Manager 6. He must be a good organizer. 7. He must be able to take sound and firmly decision but there is no hasty decision. 8. He must be well aware of office work and the purpose of doing such work. 9. He must have an ability to give clear direction to others. In other words, the listener should understand what the office manager means. 10. He must be a common man to every office staff.

Qualities of Office Manager 11. He must be a pioneer in doing the office work. 12. He must be sincere to do his duties. 13. He must understand the feelings of office staff and human nature. 14. He must present the office before the office hour and available throughout the office hour. 15. He must be able to create team spirit among office staff.

Qualities of Office Manager 16. He should have self confidence and self control 17. He should not get angry at any cost 18. He must be constantly in touch with the new facts and methods of office work in order to increase the efficiency of office staff. 19. Most of above mentioned qualities are inherent or inborn, although some of these qualities can be acquired or improved through practice and training.

Qualification of Office Manager There is no hard and fast rule for qualification of office manager. Even though, an office manager should have a sound educational educational background means proficient in English and be able to communicate effectively both writing and orally. This is minimum expectation. Moreover, an office manager must be well aware of office organization, accounting and accountancy knowledge, nature of business and business environment. Office manager should also be well trained in office systems and procedures, office machines and equipment and data processing methods. background. The sound business administration,

Primary and administrative functions of Office management 1. Carrying out the Management Processes The management processes should be properly carried out for effective performance of primary office functions. There are three main management processes. They are planning, organizing and controlling. Office can plan the work according to objectives and policies of management. The planned work can be properly organized for effective performance. The office can control the performance through proper direction and by various coordinating activities. 2. Office Systems and Procedures A well planned office systems and procedures are necessary for the efficient and economical performance of office operations. Each part of the work should be carefully analyzed for planning systems and procedures.

Primary and administrative functions of Office management 3. Purchase of Office Forms and Stationery Online forms and stationery are the basic needs of an office. So, quality and suitably designed forms and stationery should be purchased for the systematic and speedy performance of office work. It is the function of the office to look after the standardization, selection and purchase of office stationery and its distribution to various departments as and when required. 4. Purchase of Fixed Assets The term fixed assets refers furniture and fixtures, equipment, plant and machinery, typewriter, computer and the like. There is a need of adequate fixed assets for the efficient and economical performance of office work for the different departments. A standard procedure has to be followed for the selection and purchase of right type of fixed assets separately. If so, the office work can be carried on uninterruptedly. Then, the purchased fixed assets should be properly assigned to various departments and employees to ensure their fullest utilization and maintenance of such assets.

Primary and administrative functions of Office management 5. Staffing The term staffing refers selection, training, placement and remuneration of personnel. Efficient and economical performance of office work depends upon proper staffing. The staffing function is not an easy job. In external staffing and internal staffing qualified and experienced employees have to be selected and trained before placement. Employees discipline has to be watched and gives adequate encouragement to them. The office has to retain the interest of employees and loyalty in the organization and maintain cordial relationship among the employees. 6. Safeguarding of Assets The assets of an organization have to be safeguarded from misuse, loss or damage by theft and fire or any other means. Assets are considered essential for the proper functioning of the organization. Proper records should be maintained for every type of assets.

Primary and administrative functions of Office management 7. Public Relations: An office can receive public such as customers, suppliers, employees, share holders, government department officials and the like. The interests of these persons are different in nature. It may be noted that these interests have been fulfilled by the office. In nutshell, the office is not merely the eyes and ears of an organization but extend its hands for the organization by providing warmth and courtesy to the public.