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).
Responsibilities:
• 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