Office Management and Administration
Office managers are the people who make sure their offices run smoothly by providing support for the Executive team, but equally important, for everyone working in the office.
By centralising all administrative services, the Office Manager allows all groups in the office to concentrate on their core roles and thus can greatly improve the productivity and profitability of the organization as a whole.
As margins decrease in today’s competitive workplace, companies are generally being asked to do more with less. Trained, and talented office managers are critical to the success of their company.
The role of the Office Managers differ very little, regardless of the industry and the size of the office. The duties are wide ranging, however, and can be highly technical in nature.
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Role and Responsibilities
- Administrative Services
These include managing the reception area and the reception staff; planning and executing meetings and conferences; managing transportation and travel; managing the mail, and administering business other activities and processes such as such as insurance, business continuity etc.
- Facilities, Equipment and Supplies
This encompasses responsibility for all elements of the office facility including leasing, moving etc. interior layout fire saftey and security. The Office Manager can also be responsible for overseeing the cleaning, maintenance and repair of the office and its’ furniture. They must also ensure that all supplies and facilities are adequately stocked.
- Procurement
The Office Manager should be able to negotiate contracts for equipment, supplies and facilities , budgeting for these and reporting on the transaction. In some cases, the Office Manager will be reponsible for managing the expenses of the employees.
- General Management
The Office Manager may have responsibility for developing and applying the general principles of management to be used in the office, documenting the management organization and chain of command, and establishing office etiquette and business ethics guidelines.
In large corporations, there may be several Office Managers, allocated on either a geographic basis or by skillset, eg HR, Facilities etc, all reporting into one Senior Head of Function. In smaller organistaions, there will generally be one Office Manager, and this role often doubles up into the role of Executive Assistant to the CEO. In this role the Office Manager has significant influence and can sometimes be the “eyes and ears” of the Management Team within the office. They also hold the “key” regarding access to the Management Team
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