Office Assistant – keeping the office ticking
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How an Office Manager will help you
When it comes to successful businesses, people are everything. Having a top Office Manager who oversees the running of the office will make your life a whole lot easier.
Traditionally Office Managers manage a range of administrative, financial and managerial jobs. They provide wide-ranging support to all-levels across a business. This can include practical things like keeping the office in good shape, stocking stationery and kitchen supplies. But there is more to the role than that. This is an administrative role with a high level of responsibility and plenty of internal and external communication. It covers a huge breadth of tasks and Office Managers need to be able to lend their hand to almost anything.
What do Office Managers do?
Office Managers work closely with Managing Directors of a business and will be privy to a lot that other employees aren’t. This might include changes coming to the company, whether that is overseeing office moves and space planning or implementing new IT software.
Depending on the size of the business this can be hybrid role combining the usual Office Manager duties with PA, HR or operational tasks. In larger offices Office Managers will often lead other administrative employees or be in charge of workplace processes, such as employee reviews and appraisals. They will need to be a confident leader. Responsibilities like creating and evolving the company culture might be down to the Office Manager so look for someone who is enthusiastic and positive.
Tasks might see the Office Manager greeting guests, organising meetings, event management, booking transport and accommodation. Office Managers will oversee databases relating to items such as staff rotas, sick days and holidays. And they’ll be expected to be comfortable managing budgets and working with finance. This might be working on company benefits or ordering supplies, paying for services, even negotiating rent and other office building rates.
Health and safety matters also usually fall under the Office Manager’s remit. During the pandemic, Office Managers have been responsible for company policies and protocol surrounding Covid-19. They will act as the fire marshall, ensuring fire regulations are adhered to and up to date as well as managing legislation. The Office Manager will be expected to monitor the risks and hazards in the workplace and advise on how employees can avoid them. It is also important for Office Managers to be trained in first aid.
Office Managers need to be trustworthy and totally discreet. There could be an element of HR – such as keeping personnel records up to date, arranging interviews or organising inductions for new employees. Likewise they might organise team building days, Christmas parties and birthday plans.
Rather than having specific qualifications to become an Office Manager, it is useful to have previous office-based, secretarial or assistant experience. An Office Manager needs to think on their feet and have meticulous attention to detail. Strong computer/IT skills and confident communication skills are a must. The Office Manager is often the first point of contact for visiting guests so presentation and attitude matters. Overall it’s about having good interpersonal skills and a positive ‘can do’ attitude.
Why hire an Office Manager?
By hiring an Office Manager you will be able to get more value out of the rest of the team. They will pick up the types of small jobs that currently might be done by other employees. Finding someone who is the right fit, with the right skills will make your office more efficient. Not only allowing everyone else to focus more but to allow your company to flourish
Our recruitment consultants will work with you to define your job requirements. Whether you want a hybrid Office Manager or more traditional one. We find versatile candidates that will fit into your business.
Operations Managers are a key part of the management team within a business. From overseeing HR/recruitment and all processes within the company, to managing the facilities and suppliers or presenting monthly reports, their job is to improve quality, productivity, and efficiency.
This person needs to be confident at troubleshooting. They will need to be warm, approachable, calm and a real team player. Often this is the member of staff that people will turn to when things go wrong, happy in the knowledge that they will be sorted out both rapidly and efficiently.
Project managers are responsible for planning and overseeing projects to ensure they are completed on time and within budget. Project managers plan and designate project resources, - which might include recruiting new hires - oversee budgets, monitor progress and keep stakeholders and key members of the company up to date with developments.
Project Managers need to be expert at working in fast-paced environments. They will be confident liaising at a senior level and seasoned at building relationships. They need to be comfortable suggesting new ideas and implementing structure. Someone who is bright, professional and able to express their opinion but also take direction. This job is solutions focused, it requires someone who is pro-active and team spirited - who will drive projects forward.