Responsibilities of an office manager. Functional and job responsibilities of the office manager and secretary. Job description of an office manager with secretary functions What office managers should do

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Very often you hear from job seekers "looking for work manager's office", most of them are representatives of the fair sex. The position sounds tempting and suggests in advance work in the office, which is what many strive for. But does everyone realize what an office manager should do? After all, this is not only knowledge of office work, as some people think. This position involves certain responsibilities and knowledge. Firstly, this position belongs to the management team, since a manager is a manager. Secondly, this is responsibility not only for documentation, but also for work office employees. Therefore, certain knowledge is simply necessary. And before applying for this position, you need to know the basic requirements that apply to a candidate for this position.
1. In addition to higher education, you must have courses in the field of “Office Manager”, experience work in the administrative sector, and experience is desirable work by specialty.
2. The candidate must know the basic principles of: placement of personnel in the office, personnel management, building the organizational structure of the office, methods and control of audit activities.
3. An applicant for the position of office manager must know methods of tactical and strategic planning, as well as know what employees are responsible for.
4. The basics of office work, the basics of providing documentation, the type of text documents, their structure and the features of compilation for each specific case - this knowledge of the applicant is necessary, since office Job involves a lot of documentation.
5. The office manager must supply the office with all necessary stationery, ensure the technical equipment of the office, and, of course, must be able to use all types of office equipment.
6. Concluding business contracts, basic accounting, knowledge of a foreign language will only increase the chances of getting work Office Manager.
7. What can a manager do without knowledge of business etiquette and ethics of relationships in a team? This knowledge is also necessary.
8. And of course, knowledge of the labor code of the Russian Federation, safety rules and regulations (especially when work with office equipment), labor protection, fire safety.

It must be remembered that the office manager is the person responsible, first of all, for the work process in the team. From the necessary knowledge presented, we can conclude what the office manager’s job responsibilities are. Perhaps the most critical stage in work is the organization of various meetings with clients, visitors, delegations, and the conduct of these meetings. This will require negotiation skills, their analysis and preparation of appropriate documentation. Job office manager is responsible for holding conferences, presentations, seminars and various meetings. An important responsibility is to prevent and resolve conflicts in the work team that may naturally arise. In addition to resolving conflicts, the office manager must help his employees resolve work issues.

As a manager, the office manager is responsible for the improper performance of the labor duties of the work team and failure to fulfill their duties, as well as for various offenses in the workplace and material damage caused to the enterprise.

So this profession has many duties and responsibilities. Therefore, before applying for this position, you need to prepare and obtain the necessary knowledge. And you also need to be able to manage a team of employees with different characters and habits. And here some psychological skills in team management will be needed. They can be learned by reading the relevant literature.

Office manager is an employee who ensures the ongoing work of an organization or its department with documents, visitors, and various information. The performance of any organization largely depends on how efficiently office work is organized. After all, documents must be in order, management orders must be properly executed and communicated to the performers, incoming information must be comprehended and taken into account, and visitors must be received in a timely manner. Disorganization in this area can undermine the efforts of all other employees. Therefore, it is not an exaggeration to say that the office manager is one of the key figures in any office. He is the one responsible for office work and documentation. In a word, a modern office manager is a real owner of the office.

To work as an office manager, it is enough to have a higher or secondary specialized education (depending on the requirements and level of the company), you can complete specialized courses in PC knowledge and 1C programs. It is advisable to study literature on business etiquette.

What you should know
In principle, the profession does not have strict educational requirements; you can master it in special courses. However, employers most often give preference to those who have a higher education (it is not even the specialty that is more important, but the very fact of having it). It is important to be able to use a computer and other office equipment - fax, multimedia projector, etc., and quickly find and organize information. Most often, employers require that these specialists have a good command of at least one foreign language. Basic knowledge in economics, law, and psychology is desirable. Special knowledge related to the areas in which the organization operates may also be in demand.

Personal qualities

• sociability;
• goodwill;
• ability to get along with people;
• organization;
• definition;
• punctuality;
• good RAM;
• ability to concentrate and distribute attention;
• high level of culture;
• Correct oral and written language.

• supervising the work of the entire office;
• coordination of the work of all office services (secretaries, couriers, administrators, drivers, technical workers, etc.);
• business correspondence;
• call distribution;
• meeting visitors;
• administrative and economic support for all office employees;
• work with primary accounting documentation in the 1C program;
• preparation of invoices, invoices, write-off of materials;
• record keeping, preparation of various reports;
• maintaining office expenses, payment document flow;
• organization of holidays and other corporate events;
• ensuring cleanliness and order in the office;
• analysis of suppliers' activities - this requirement does not apply to all companies;
• reporting on vacations, time off and overtime hours is not a requirement for all companies;
• issuing visas, invitations, registrations for foreign employees - this requirement is more often presented in large companies, especially in construction and insurance;
• conducting business correspondence in a foreign language is a requirement of foreign or large companies;
• duties of a translator - this requirement is usually imposed in Western companies.

The level of remuneration of an office manager, like any other specialist, depends not only on his professional qualities, but also on a number of other factors, including the size of the company, the specifics of its activities, as well as the scope of functions performed by the employee. If an office manager performs only his main duties - the “owner of the office”, then, having a higher education and with work experience of at least 2 years, he can count on a salary from 50,000 to 60,000 tenge . If, in addition to his office manager, he is also responsible for reception functions, then the level of remuneration for his work varies within 70,000 tenge . Well, when work with primary accounting documentation in the 1C program, preparation of invoices, invoices, write-off of materials, document management, office work are added to this list, then the amount of remuneration increases up to 100,000 tenge . All this data is typical for domestic companies, but in foreign companies, where special requirements are put forward for the office manager, for example, knowledge of the Chinese language, technology (not office equipment!), availability of a car, and, accordingly, the level of payment is higher - from 120,000 tenge . An interesting fact is that with the same requirements, a male office manager will receive from 150,000 tenge .

Pros of the profession:

• high demand in the labor market;
• administrative and business skills;
• experience working with documents;
• opportunity to improve communication skills.

Disadvantages of the profession:

• tedious work in terms of a large number of organizational issues that require immediate solutions;
• lack of clearly described job responsibilities, which leads to combining several positions;
• Some employees perceive the office manager as their personal secretary, others underestimate the importance of the work he performs.

Working as an office manager is contraindicated for people with neuropsychic disorders, binocular vision, hearing, speech, motor coordination, impaired color vision, or hand tremors.

Firstly, a successful office manager is an excellent administrator and is able to manage a rather complex multifactorial process. If desired, he can, for example, become the administrator of a large hotel or store. Secondly, he is an excellent communicator and can find his self-expression as a personnel manager (or even a director) - with appropriate additional training, of course. Thirdly, he can grow into a manager’s referent, combining journalistic, analytical and artistic abilities. Fourthly, he can become a major economic figure, for example, the head of the supply department. And fifthly, what I would like to especially emphasize is that he can become and remain a wonderful office manager, a person who “breathes life” and brings order to a changing office environment.

Imagine a company office where a huge number of different specialists work. You came to this office on business, but there was no paper in the printer, you were not treated to a cup of coffee, the manager has difficulty remembering what issue you need him for. Naturally, such a meeting will not inspire confidence on your part, and you will try to leave as quickly as possible. However, poorly organized office work does not mean that the entire company should not be trusted. It may well be that there is simply no office manager there.

Imagine a company office where a huge number of different specialists work: a secretary, a manager, an accountant, a security guard, etc. You came to this office on business, and there is no paper in the printer, no one knows when the accountant will be there, you were not treated to a cup of coffee, the manager has difficulty remembering what issue you need him for. Naturally, such a meeting will not inspire confidence on your part, and you will most likely try to leave as quickly as possible. However, poorly organized office work does not mean that the entire company as a whole should not be trusted. It may well be that there is simply no office manager.

After all, the office manager is precisely the person on whose professionalism the first impression of visitors about the work of the entire office and the company as a whole depends. He always knows where everything is, who will come when, what someone needs and much, much more. Representatives of this profession are the soul, heart and brain of any office. Therefore, it is not surprising that today, when companies have to work in conditions of fierce competition, office managers are in demand more than ever. After all, sometimes it is the visitor’s first impression of the office’s work that can be decisive when choosing a contractor or manufacturer.

And if we take into account that the work of an office manager seems very easy and not burdensome, then it becomes quite understandable why so many young people dream of this profession. However, it is worth understanding that behind the external simplicity lies a very complex job that requires certain personal qualities, a list of which you can get acquainted with today.

What is an office manager?

An office manager is a company employee who belongs to the junior management team, whose activities combine the functions of such specialists as a secretary, warehouse manager, administrator and secretary. Quite often, this specialty becomes the starting step in the career growth of office workers.

The name of the profession comes from the Latin officium (service, favor, obligation) and the English manage (to manage, manage). That is, judging by the name, representatives office manager profession direct the performance of duties or services. To some extent, this corresponds to the responsibilities of a modern office manager, but only to some extent, since the range of their activities covers almost everything that happens in the office. By the way, this profession appeared relatively recently, since before the rapid development of various business structures there was simply no need for it. Nowadays, having a large staff is unthinkable without a specific person who can take charge of organizing the work of the office, thereby allowing other colleagues to deal with a narrow area of ​​their work.

Officials office manager responsibilities may vary greatly from company to company. But most often the list includes:

• maintaining primary documentation - invoices, invoices, reports, etc.;
• organizational activities - bringing management orders to the attention of employees, monitoring the implementation of orders, organizing business trips, lunches, meetings, corporate events, etc.;
• initial reception of visitors - receiving guests, serving tea/coffee, introducing the purpose of the visit, making an appointment with management;
• economic functions - purchasing equipment and office supplies, arranging workplaces for other employees, calling technicians to troubleshoot problems.

In addition to all of the above, the office manager, on the instructions of the manager, can search for information, prepare abstracts, serve meetings, prepare conferences, and take shorthand notes. And also organize file cabinets, track correspondence, systematize incoming calls by importance, take minutes, receive faxes, answer the phone. Or perform other additional activities.

What personal qualities should an office manager have?

Because office manager job includes a fairly wide range of responsibilities, then organizational skills, diligence and communication skills acquire paramount importance in the professional activity of such a specialist. In addition, an office manager must have the following personal qualities:

• discipline;
• punctuality;
• diligence;
• developed memory and attention;
• stress resistance;
• cleanliness;
• initiative;
• ability to work in a team;
• goodwill;
• tolerance.

Also, a professional office manager must be fluent in using a computer, navigate the Internet and have competent speech. Moreover, it is desirable that he knows not only Russian, but also at least one foreign language.

Advantages of being an office manager

Advantages of being an office manager The list could go on for a very, very long time. And first of all, there is a huge demand for such specialists in the modern labor market. At the same time, experienced and highly qualified specialists can count not only on quick employment in a successful company, but also on a very high level of income (the salaries of office managers in Russia range from 25-55 thousand rubles).

It is also worth noting the possibility of acquiring administrative and economic skills, which will be useful both in personal life and in any other position if the office manager decides to change his field of activity or “go” for a promotion.

Another undoubted advantage of this profession is that it does not require the acquisition of theoretical knowledge in the process of long-term study at universities or technical schools. All the nuances and features of the work of an office manager are easily acquired through experience (that is, in the process of professional activity).

And most importantly, even the most shy and insecure people, working as office managers, will feel relaxed and confident in any society. And all thanks to the invaluable experience of building an interesting and productive dialogue with a variety of people.

Disadvantages of being an office manager

Talking about disadvantages of the office manager profession, first of all, it is necessary to note the tediousness of the labor process. The fact is that the work of this specialist is almost always accompanied by a huge volume of organizational issues, most of which need to be resolved urgently, here and now. And these are frequent stressful situations, nervous tension, physical activity and constant control over oneself and others.

In addition, office managers have to combine several “extraneous” positions at once: someone uses the office manager as a secretary, another saddles him with the work of a courier. It also happens that management does not properly evaluate the activities of a specialist, significantly underestimating his importance. Or the employee’s duties may include functions that must be performed by a specially trained employee. For example, when a company does not have its own personnel department, the office manager’s work may include interviews with applicants, personnel selection, and maintaining work records.

Where can I get a job as an office manager?

Get a job as an office manager very simple, since no strict requirements for the special education of such specialists are accepted. You can become familiar with the basic principles and nuances of work either at special courses or directly in the process of activity.

Let us note that almost any person can be hired for the position of office manager, regardless of whether he or she has a secondary specialized or higher education. But it must be taken into account that, other things being equal, most employers give preference to applicants with a higher education, preferably in the humanities or economics.

Computer courses that will confirm your confident knowledge of office programs and applications can help you get a job. In addition, depending on the organization, knowledge of foreign languages, diplomas in psychology, economics, and law may be required.

Currently, many Russian institutes and universities offer courses for office managers at the faculties of management and office management. Including these best universities in Russia, How:

• Moscow State Technical University named after. N.E. Bauman;
• Rostov International Institute of Economics and Management;
• State University of Management;
• St. Petersburg State University;
• Southwestern State University.

In modern society, many new professions have appeared that were not even heard of a few decades ago. But innovations are gradually and surely entering our lives, and yesterday’s schoolchildren are thinking about the eternal question of “who to be.” Girls are especially attracted to the profession of “office manager”. What this work is and what skills you need to have will be discussed in this article.

What kind of manager is this?

From the name it is clear that the position of “office manager” is associated with being in the office and managing the current affairs of the enterprise. The employee deals with documentation, various information and visitors.

Most of the responsibilities of an office manager are related to documents. Everyone understands that orders, certificates and other papers must be correctly drawn up, registered and stored appropriately.

In addition, any enterprise is always visited by clients, customers or partners, and they need to be correctly distributed so that people get to the person they need. All information received from outside is also received by the office manager, whose responsibilities are to correctly distribute the data among departments.

An employee of this profession is also the first to communicate with people coming to the organization. And sometimes this contact is enough, and there is no need to distract people higher in position. The office manager can give the visitor the information or any document he needs. If contact with other people is needed, he determines an appointment time that is convenient for everyone.

Immediate responsibilities

So, we figured out who an office manager is. Responsibilities:

1. Work with incoming and outgoing documentation. By systematizing all incoming letters (both electronic and regular), he can provide the necessary answers. If this is the competence of other persons, transfers it to the appropriate services.
2. Serves as a liaison between visitors and management. Registers visitors, makes appointments, helps with initial issues.
3. All telephone calls and faxes also go first to the office manager.
4. Prepares necessary documents, such as orders, resolutions, extracts.
5. Collects the necessary information and compiles reports on it, prepares analytical reports.
6. Preparation for meetings and conferences is also part of his responsibilities.
7. Responsible for ensuring that the office is equipped with all necessary supplies. Accordingly, maintains a planned record of the availability and needs of material assets. Participates in the purchase and acceptance of material assets.

The office manager, whose responsibilities are very diverse, is, in fact, the “owner” of the office. A lot of things rest on his shoulders, and the entire work of the institution can fail without proper and competent leadership.

How to fill a vacant position?

To get a job, the first thing you need to do is tell and show the employer who you are. For this, all kinds of questionnaires and resumes are used.

The resume of an office manager, like that of any other office employee, should contain the basic points that people pay attention to.

Key resume points

1. FULL NAME.
2. Contact details.
3. Education.
4. Work experience and achievements.
5. Personal qualities.

It is advisable to add something of your own to the main points. You should try to interest a potential employer so that he chooses you from the crowd.

Although the work itself may seem boring, an office manager will not get bogged down in routine. A person in this position is expected to be creative and self-sufficient, so they will immediately pay attention to the corresponding resume.

Introducing ourselves in an original way

• The resume of an office manager, of course, should contain the basic points that are familiar to everyone. But everyone is also tired of monotonous questionnaires. It is especially dangerous to use clichés that have set people on edge.
• A resume is nothing more than self-promotion. And the office manager represents the entire organization. To do this, first of all, you need to be able to introduce yourself.
• Forms are usually compiled on a computer, and therefore it should be beautifully designed. It is advisable to make subheadings, highlighting each idea in a separate paragraph. This will show your ability to think clearly and logically.
• You should not get carried away by long sentences; as a rule, they are not read to the end and are switched to something else.
• Don't be afraid to write about your passions, but don't stretch them to half a page.
• Still, the main thing for an office manager is literacy, clarity and logic, therefore, when writing a resume, write without errors, briefly and to the point.
• When describing your personal qualities, remember that the office manager must be sociable, be able to find contact with any person and be friendly at the same time.

What education is needed

In order to get a job as an office manager, it is best to have a higher economic education. But even if you don’t have an economics university behind you, but the position attracts you, you can take special courses. In any case, higher education is always valued by employers more than secondary education, even if not economic education.

Many companies also require language skills. In this case, both free communication and reading of papers and their translation are important.

Naturally, an office manager must understand office equipment and have excellent command of the computer programs necessary for work.

Due to the fact that the office manager's job requires the preparation and preparation of various documentation, basic knowledge of jurisprudence is necessary.

And if you have courses in psychology under your belt, this will only increase your chances of finding a job. After all, an employee in this position communicates a lot and is called upon to resolve many controversial situations and conflicts.

Secretary or office manager: what's the difference?

After working as a “secretary,” office manager can be an extension of your career. What is the difference and what are the differences in the work of these two people? Let's figure it out.

You are a secretary if:

• Answer phone calls.
• Keep records of the affairs, meetings and plans of the head of the organization.
• You are in charge of ordering and issuing passes.
• You are in charge of plane tickets, hotel reservations, etc.
• Prepare tea and coffee for the manager and visitors.
• You receive incoming documentation and redistribute it.

Why then do you need an office manager?

This is a kind of step up the career ladder. As a rule, large organizations have several managers and, accordingly, secretaries. Extensive work is expected. The office manager is in charge of them and coordinates their actions.

In addition, he is responsible for coordinating the work of junior service personnel, such as handymen and cleaners. If the company has only a few cars, then the drivers are subordinate to him.

Office equipment is on the shoulders of the office manager: purchase, write-off, conclusion of supply contracts.

This is an employee who ensures the ongoing work of an organization or its division with documents, visitors, and various information.

People call office employees “office plankton” and “managers.”

The performance of any organization largely depends on how efficiently office work is organized. After all, documents must be in order, management orders must be properly executed and communicated to the performers, incoming information must be comprehended and taken into account, and visitors must be received in a timely manner.

Disorganization in this area can undermine the efforts of all other employees. Therefore, it is not an exaggeration to say that the office manager is one of the key figures in any office. He is the one responsible for office work and documentation.

His responsibilities also include the initial reception of visitors: he talks with them, in some cases immediately resolves their questions (for example, issues the necessary documentation), but if contact with management is necessary, he determines who exactly should be contacted and makes an appointment.

He prepares and serves various meetings, sessions, and conferences. Works with correspondence: systematizes received regular and email letters according to their level of importance, after which he either prepares answers to them himself or passes them on to higher authorities. Receives faxes and conducts telephone negotiations. Draws up draft orders, resolutions, etc.

If necessary, selects information on certain issues, prepares abstracts and analytical reports. Takes notes, records, stenographs meetings, maintains a card index of organizations and persons with whom correspondence or negotiations are conducted.

The modern office manager is the real owner of the office.

Personal qualities

A good office manager should be a sociable, friendly person who knows how to get along with people. Organization, clarity, and punctuality are important. Good working memory and the ability to concentrate and distribute attention are useful in this job. A high level of culture, competent oral and written speech are required.

average salary

Salary 20 - 30,000 rubles per month depending on experience and place of work.

Education (What do you need to know?)

In principle, the profession does not have strict educational requirements; you can master it in special courses. However, employers most often give preference to those who have a higher education (it is not even the specialty that is more important, but the very fact of having it).

It is important to be able to use a computer and other office equipment: fax, multimedia projector, etc., to quickly find and organize information. Most often, employers require that these specialists have a good command of at least one foreign language. Basic knowledge in economics, law, and psychology is desirable. Special knowledge related to the areas in which the organization operates may also be in demand.

Specialties of universities and colleges

Place of work and career

Such workers are in demand in all more or less large organizations and institutions that receive visitors and have document flow. There is a consistently high demand for them in the labor market. But career prospects for office managers are insignificant; they will never take the place of their bosses. Unless they marry him.

Related professions:

Where to study?