OFFICE MANAGER JOB DESCRIPTION
How to develop a job description for office/administrative positions?
A job description include contents such as:
1. Job purpose
2. Key duties/tasks
5. Job standard
6. Job spec…
I/ Types of office job descriptions
II/ Key job tasks of office manager job description
1. Information system
Ensure that information system run smoothly
2. Visitors management
Set up procedures and policies for visitors.
Organize to ensure that all procedure are conducted.
3. Records system
Maintain the general filing system and file all correspondence.
4. Personnel Records
Keep records of employees' sick days, overtime, vacation days in accordance with
Personnel Committee policies.
Create a file for each individual employee which should include any information
relating to that employee from the first day of employment.
Sort and distribute mail daily.
Assure that oral communication (both in person and by phone) is relayed to
appropriate staff person.
Assure requested announcements and information to be communicated to
company membership, committee members etc. is followed through.
6. Assists Executive/Area Directors with some or all of the following:
Program and communication activities including but not limited to meeting set-up
and volunteer follow-up.
Works as a team member to maintain and keep current the area's central files and
Keeps current with the Affiliate budget numbers and accounting practices in order
to assist in coding external billings, money received, and check requests.
Making plan and preparation of meetings, conferences and conference
Make preparations for meetings.
8. Office instruments
Primary liaison with the landlord and other Fund service providers (internet,
phone, car service, etc.).
Maintain computer and internet system.
Maintain an adequate inventory of office supplies.
Monitor the use of supplies and equipment.
Coordinate the repair and maintenance of office equipment.
9. Budget Procedures
Provide department leaders with a budget worksheet including previous year
Consolidate figures for a final budget and publish proposed next year's budget in
the present year's annual Report.
Prepare and submit proposed budget for approval for Office Income and Expense.
10. Office Equipment and Supplies
Oversee daily and weekly maintenance of office machines.
Assure follow through on maintenance agreements or contracts.
Inventory and order office materials.
Issue Purchase Order Numbers.
III / Job specification of office manager job description
At least 2 years experiences of office manager.
Spoken and written fluently in English.
Good worldwide relationship with freight forwarding company, airline and
Computer literate in MS Word, Excel, and other programs.
Experience working in an office environment and supporting a team on project-
Self-motivated and resourceful, with the proven ability to multi-task and operate
successfully under tight deadlines and time pressures.
Enjoys a fast pace, dynamic, challenging and team-oriented work environment.
Basic knowledge of accounting is a plus but not a necessity.
Experience in public relations/marketing a plus but not a necessity.
At least five years experience in forwarding field
Strong writing, reading, listening and speaking communications skills.
Good interpersonal and teamwork skills.
al and teamwork skills.
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