Office Manager Job Description: Top Duties and Qualifications

An Office Manager, or Administrative Officer, is responsible for promoting a positive office culture and maintaining the overall flow of an office. Their main duties include organizing, booking meetings and conferences, and ordering office supplies.

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What does an Office Manager do?

An Office Manager helps an office run efficiently through a range of administrative, financial, and managerial tasks. There is a distinction between an Office Manager versus an Office Administrator. In general, Office Managers focus more on organizational processes. They keep offices running efficiently by providing employees with resources, tools, and company-wide initiatives that boost overall employee morale. Office Administrators focus on technical processes. Office Managers recommend and implement technology solutions that improve operational effectiveness.

Office Manager Job Description Examples:

Example 1

JOB TITLE: Non-profit Office Manager

SHORT Description:

A rewarding opportunity is available for an experienced Office Manager to carry out the day-to-day administrative and office support functions to facilitate the efficient operations of Medical Mercy Canada Society (MMC). As a non-partisan, Canadian registered, charity MMC provides support to impoverished people and communities in Ukraine and along the Myanmar borders with Thailand and India.

Requirements:

Reporting to the Executive Committee, via the Board Vice President, the Office Manager will gain a thorough understanding of the organization�s mission, vision, values, and goals, and the projects it supports.

Must have solid administrative and operations management skills along with the ability to coordinate stakeholder engagement initiatives (e.g., donors, members, volunteers) that will directly contribute to the organization�s effectiveness and sustainability.

FULL Description:

Administration

Serve as the first point of contact for the organization, answering the telephone, responding to email and correspondence, and receiving visitors at the Office/Distribution Centre location.

Handle donor inquiries pertaining to medical supplies and equipment and ensure appropriate follow-up with the Distribution Coordinator.

Perform accounting/bookkeeping tasks using QuickBooks accounting software.

Process donations, expenses, bank deposits, domestic and international wire transfers, cheque requests and issuance.

Work with the Finance Committee and organization�s accounting advisors to monitor financial status.

Attend Board meetings as required and maintain the Corporate Minute Book.

Assist in the preparation of documents required for the Annual Audit and Annual General Meeting.

Work with Board committee chairpersons and project leads/managers to assist in tracking budgets.

Be familiar with the Alberta Gaming, Liquor and Cannabis Commission (AGLC), its �Use of Proceeds Guidelines,� and the preparation of Financial and Raffle License Reports.

Manage and maintain an accurate and complete donor database for charitable tax receipt preparation and distribution.

Provide excellent customer service for donors/funders and respond promptly to all inquiries.

Manage all donor partner relations (e.g., CanadaHelps, Charity Impact, Benevity, etc.)

Be familiar with all methods of payments to MMC (e.g., Stripe, PayPal, Moneris, etc.)

Assist with accounting related tasks and activities that are currently being performed by volunteers including:

Bank & Investment Accounts - monthly bank reconciliations and preparation of financial statements.

Preparation of regulatory documents � CRA Annual Charity Information Return, Alberta Society Annual Return, City of Calgary Property Tax Exemption, Payroll and tax remittance.

Various Audit and Financial Reports.

Stakeholder Engagement

Maintain data base of individual & corporate gift givers, donors/funders, members, board, staff, and volunteers, etc.

Produce stakeholder contact lists to assist Board Committees in recruiting assistance (e.g., Volunteer, Membership, Communications).

Keep various �forms� current to collect required information in a logical manner for tracking and communication.

Work with the Communications Committee in the production of:
- Email, bulk mail, multimedia, and other campaigns to build awareness and encourage involvement.
- Website content, updates, maintenance, and analytics.
- Social media appeals (i.e., LinkedIn, Facebook, Twitter, Instagram) including profiles, testimonials, photography, videos, etc., as well as posting and tracking key metrics online.

Assist in the organization of fund development events and activities (e.g., Casino, Gala, etc.)

Prepare applications for recruiting of students/employees through job grants and related programs (e.g., Canada Summer Jobs Program).

Supervise new recruitments and complete all required documentation (e.g., CSJ Final Payment Claim and Activity Report).

Qualifications

Will have completed a post-secondary diploma or degree in business administration or related field with an area of emphasis in non-profit and fund management or equivalent experience.

Additional knowledge, skills, and experience:

Efficient in an environment with evolving priorities.

Works well independently as well as with a team.

Outstanding interpersonal and communication skills, both oral and written.

Highly organized and able to multi-task.

Keen attention to detail.

Working knowledge of QuickBooks, Microsoft Office Suite, CRM/data software, Mailchimp and other digital marketing platforms; design skills a plus.

Keeping front office organized and purchasing office supplies as required.

Job Types: Permanent, Part-time
Part-time hours: 26 per week

Salary: $30.00 per hour

Benefits:

Casual dress

On-site parking
Flexible Language Requirement:

French not required
Schedule:

Day shift

Monday to Location: One location

Example 2

Job Title: Office Manager

Location: Unit 404 - 13761 96th Ave, Surrey, B.C. We are at walking distance to the King George sky train station and transit accessible.

Commencing: ASAP

About the Company:Dusangh & Co. Chartered Professional Accountants is a local public accounting firm located in Downtown Surrey that has been in business for 24 years and offers accounting, taxation, and assurance services to a wide variety of small and medium owner managed businesses in different industries. We are seeking an Office Managerto join our 15 person office. The ideal candidate will have at least 1 year of experience in Office Manager role.

Salary: Based on experience.

Responsibilities include:

Supervision of all administrative functions of the firm, including human resources and deadline management

Direct management of receptionist and other administrative support staff

Ongoing management of the firm�s work-in-progress and accounts receivable

Assist senior staff with info requests by CRA and clients

Assist staff with requesting outstanding or initial information from clients

Serve as primary contact for suppliers and vendors, including related sourcing and pricing negotiations

Provide guidance to junior staff with reference to prioritizing files

Bridge the gap between junior and senior staff

The successful candidate must possess the following qualities:

Knowledge of Microsoft Office Suite

Basic computer knowledge of how to run software updates and hardware assembly

Multi-tasking, prioritizing & strong attention to detail skills

Effective verbal and listening communication skills

Fast learner

Able to work under pressure

Some accounting knowledge will be an asset

How to apply: E-mail resume and cover letter; mention source of your response and Job title you are applying for.

Only those who have been chosen for interviews will be contacted.

No phone calls or walk-ins please.

We thank all applicants in advance, but only those shortlisted will be contacted.

Job Types: Full-time, Permanent

Schedule:

8 hour shift

Monday to Friday
Supplemental pay pay

Work Location: One location

Example 3

The Mondivan Group is a Vancouver-based boutique real estate development and property management company with a focus on mid-sized mixed-use and residential projects in Vancouver and New York. Drawing from over 30 years of development experience around the globe, we apply our extensive knowledge and philosophy of superior quality while being attentive to every community�s unique needs. We have a long-term horizon and take pride in making sure that every project will withstand the test of time and grow with the communities we work and live in.

JOB Description: Office Manager and Receptionist

Reporting to the Executive Assistant, the Office Manager will be responsible for ensuring day-to-day integrity of the company office�s monthly management and organization. The ideal candidate will have 2-3+ years of administration, preferably as a receptionist or similar office management type capacity, as well as a desire to learn and help others in the team wherever necessary.

KEY Responsibilities

Assist in the maintenance and management of operations for all office administration functions;

Provide receptionist functions by performing duties including, but not limited to, answering the intercom as well as handling and greeting visitors in a professional manner and processing telephone calls;

Assist in sending and receiving mail, couriers and deliveries, including filing and distributing received files;

Maintain and update the inventory of office supplies as needed;

Maintain all office accounts and contracts including, but not limited to, utilities, IT functions, vehicles, phone contracts, etc.;

Ensure the office remains well maintained and in good repair, liaising with building management as required;

Support the integrity of the hard and digital filing systems of the company;

Assist the coordination of administrative projects such as office works, project specific filing demands, and other ad hoc needs;

General administrative tasks as requested (telephone, scan, email, fax, etc.).

Requirements

Minimum 2-3 years experience working in office management;

A degree or certification with Business Administration is preferred;

Previous experience as a receptionist is an asset;

Proficiency with Microsoft Office Applications is required;

Experience with Slack, [website], and/or Egnyte Cloud File Servers is preferred;

Strong desire to learn with the ability to be accountable for their own work;

Able to be self driven, fast learner, organised, professional, and able to collaborate with others.

With Mondivan, you will have further compensation to supplement your regular income including health benefits and professional development support.

Job Type: Full-time

Salary: $60,000.00-$65,000.00 per year

Additional pay:

Bonus pay
Benefits:

Dental care

Extended health care

Paid time off

Vision care
Schedule:

Monday to Friday

Ability to commute/relocate:

Vancouver, BC: reliably commute or plan to relocate before starting work 2 years (required)

Example 4

Are you interested in being a part of a team in the exciting and interesting field of orthodontics? We are currently looking a candidate who is passionate about delivering outstanding customer service and enjoys interacting with patients and team members!

Responsibilities:

Build and execute plans to improve daily operations, ensuring maximum productivity, operational excellence & efficiency

Complies with legal obligations related health and safety, and operational policies and procedures required for the implementation, maintenance and operation of the clinic

Promotes employee engagement and creates a culture with clear expectations and accountabilities as well as safety awareness

Assisting with recruiting and training new employees

Coach and develop employees and promote employee engagement

Respond to clinical and operational issues in a timely and professional manner

Communicate and promote marketing initiatives

Manages lab coordination and outside vendors

Responsible for the overall patient experience and addressing escalating patient concerns in a timely manner

Maintains good relations with referring dentists, community & other clinical professionals

Partners with other office managers to brainstorm ideas for improving clinic operations

Reviewing accounts report and daily collections with Financial Coordinator

Review patient and staff schedule regularly to meet business needs

Review and approve payroll hours

Other duties as assigned.

*****GREAT HOURS AND Competitive PAY*****

Hours: *Monday to Thursday, 7:50am-5pm, Friday, 7:50am-1pm

Locations:must beavailable to work at both locations below:

Cedarbrae 3495 Lawrence Ave. E., Scarborough, ON (Markham & Lawrence)

Danforth - 1490 Danforth Ave., Toronto, ON (Danforth & Coxwell)

Requirements:

Post-secondary education

3-5 years of experience in office management; experience in orthodontics is an asset.

Highly organized, self-motivated, great leadership and interpersonal skills.

Excellent at managing, coaching, and motivating staff to achieve operational results.

Great customer service skills.

Strong business acumen and a solid understanding of financial management.

Davis Orthodontics is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Job Types: Full-time, Permanent

Schedule:

Monday to Friday

No weekends

Experience:

Dental office: 3 years 1 year (preferred)

Example 5

Hunter Liberatore Law LLP is a labour and employment law firm located in Liberty Village, in the West end of the downtown core, providing expert legal counsel to employers across the country on all aspects of labour and employment law. At Hunter Liberatore, we value interesting work and people. We are looking for a thirteen-month maternity leave replacement for a full-time intermediate office manager who is also a litigation law clerk. This position is for someone who is looking for something new with the right balance of creativity, resourcefulness, strong communication skills, a love of organizing, and a desire to work independently in a growing law firm!

You can learn more about us by visiting our website at [website]

Qualifications:

Prior managerial experience preferred

Minimum of 5 years of law clerk experience (litigation experience is a must);

Knowledge of Rules of Civil Procedure, Rules of the Small Claims Court, OLRB Rules of Procedure, and HRTO Rules of Procedure;

Ability to take initiative, set priorities, multitask, and meet deadlines;

Strong interpersonal and communication skills; ability to communicate effectively and comfortably with clients, team members, and counsel through phone, email and in-person;

Strong attention to detail;

Experience overseeing client billing and accounts payable;

Experience overseeing general office operation;

Experience with training, supervising, and mentoring administrative staff;

Experience with file management, working with accountant, and bookkeepers;

Developed critical thinking and problem solving skills;

Ability to work independently with little supervision;

Well organized, quick learner, and proactive professional with a positive attitude and ability to prioritize tasks, workload and time;

Exceptional knowledge of Microsoft Office (Word, Excel, PowerPoint);

Experience with Clio, NetDocuments (or other document management systems), and Adobe Acrobat.

Law Clerk or Paralegal Diploma;

Ability to be a team player;

Ability to exercise discretion and confidentiality.

The successful candidate will be responsible for the following:

Manage and oversee the daily operation of our firm;

Supervise administrative staff;

Provide mentorship to new students and lawyers;

Providing administrative and legal support to lawyers;

Proofreading, drafting, editing and preparing legal documents and correspondence;

Preparing, compiling, serving, and filing court documents;

Filing, photocopying, scanning, faxing, etc.

Opening and closing files;

Communicating with clients, court, and counsel;

Maintaining calendars for lawyers;

Booking meetings, court appearances, consultations;

Tracking deadlines and maintaining a follow-up system;

Assisting with client hospitality / reception;

Other administrative duties as required.

Diversity and inclusion are at the core of our values at Hunter Liberatore. A diverse workforce with wide perspectives and creative ideas benefits our team and our clients. We welcome applications from qualified individuals from all backgrounds.

Persons with disabilities who need accommodation in the application process or those needing job postings in an alternative format may e-mail a request.

We thank all applicants for showing an interest in this position. Only those selected for an interview will be contacted. No phone calls please.

Job Types: Full-time, Fixed term contract
Contract length: 13 months

Salary: $60,000.00-$75,000.00 per year

Benefits:

Company events

Dental care

Disability insurance

Employee assistance program

Extended health care

Paid time off

Vision care
Schedule:

8 hour shift

Monday to Friday

Ability to commute/relocate:

Toronto, ON M6K 3H5: reliably commute or plan to relocate before starting work (required)

Experience:

law clerk: 1 year start date: 2022-08-02

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Office Manager duties and responsibilities

Office Managers work to keep an office organized by supporting the needs of the entire office staff. This typically means that they have to plan and execute a wide range of duties related to the hiring process, internal company events, and day-to-day office life. By doing this, they can create a fun and efficient workplace for employees. Office Managers should be expected to:

Place monthly orders for food, snacks, and office supplies
Maintain efficiency within the office by establishing the best policies, standards, and procedures for their company or department
Train and successfully onboard new hires
Organize company-wide, corporate and internal meetings, parties, and events

Office Manager skills and qualifications

An Office Manager has a variety of skills which may include a combination of education, previous job experience, certifications, technical skills, soft skills, and personality traits. Some examples of skills and qualifications include:

Proficiency in Microsoft Office suites and other office technology
Experience with scheduling, budgeting, and payroll
Comfortable working in a fast-paced environment
Strategic planning and business development skills
Experience planning events for internal staff and vendors

Office Manager experience requirements

Most Office manager positions require a minimum of three to five years of previous administrative management or clerical experience because the role requires a person who is extremely detail-oriented and able to multitask. Depending on the role or complexity of the organization, some positions may require up to 10 years of experience. Certifications in project management, bookkeeping, and event planning also provide relevant experience to succeed in an office manager position.

Office Manager training and education requirements

An Office Manager needs to have extensive knowledge of clerical practices and procedures and business management principles. Most candidates complete a university degree in administration, business, or accounting. Many of the generic skills learned in college will provide the skills necessary to succeed as an Office Manager.

Office Manager salary expectations

According to Indeed Salaries, the average rate is $22.90 per hour for an Office Manager. This may be dependent on experience, location, and company.

Job description samples for similar positions

If an Office Manager doesn’t fit the job description you are looking for, other similar job positions include:

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Office Manager job description FAQs

What are the qualities of a good Office Manager?

Good Office Managers help foster a positive office culture for the company. An Office Manager should be detail-oriented, flexible, a great communicator, creative, and optimistic.

What do you look for on an Office Manager resume?

An Office Manager is a person who is organized and has the ability to coordinate office administration and procedures in order to ensure organizational effectiveness and efficiency within a company. They are responsible for developing intra-office communications, streamlining administrative procedures, ordering inventory and supplies, and delegating tasks to administrative staff.

In general, they have experience in handling a wide range of administrative tasks. They should also be well organized, flexible, and able to handle all the administrative challenges of supporting an office of diverse people and personalities.

What are some personality traits of an Office Manager?

In general, an Office Manager’s main role is to create (or foster) a positive environment to make employees happy to come to work. Some personality traits Office Managers should possess include being detailed oriented, flexible, positive, completely accessible, and adaptable.

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