Job Description 14: Office Manager

The Office Manager (OM), sometimes referred to as the Office Administrator, handles a wide range of administrative duties within an agency, ranging from welcoming guests to overseeing new employee orientation.

S/he collaborates with all internal departments and works closely with a variety of outside suppliers. The OM reports directly to the Chief Operations Officer (COO).


• Attends daily (or weekly) production meeting

• Possesses strong written and verbal skills

• Answers telephone

• Oversees operation of office equipment (e.g. printers, fax machines, phone systems)

• Maintains inventory of internal supplies (e.g. paper, toner, soft drinks)

• Issues Purchase Orders (POs) for all internal supplies and shipping charges

• Greets agency guests; prepares beverages (as requested)

• Opens and sorts mail; delivers all communications to appropriate personnel

• Designs office filing systems; ensures systems are kept up-to-date

• Prepares business correspondence (per instruction)

• Coordinates business travel arrangements for agency team members

• Assists with public relations and new business mailings

• Oversees new staff member orientation and training

• Maintains up-to-date contact database of all clients and vendors

• Calculates all in-house and external shipping charges

• Proofreads all materials before vendor distribution

• Reviews shipping receipts and helps resolve billing discrepancies

• Submits a daily Time Sheet detailing work execution

• Secures all office areas at the close of the business day

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