Office Manager job description: Duties, skills and responsibilities

The Office Manager is the backbone of any well-organized workplace, ensuring that daily operations flow smoothly and that teams function efficiently. With responsibilities spanning administration, executive support and team coordination, the role is critical for businesses looking to maintain structure and productivity.

Here’s a comprehensive breakdown of the Office Manager role and how to effectively craft a job description that attracts the ideal candidate.

Office Manager job duties and responsibilities

An Office Manager oversees administrative processes, team support and compliance protocols, often acting as the liaison between departments.

Below are the key areas that Office Managers take care of:  

• Administrative oversight 
  • Streamline office operations to ensure efficiency and adherence to company standards.
  • Oversee daily administrative tasks, including scheduling, document management and record-keeping.
  • Maintain office supplies inventory and ensure timely replenishment.
• Team coordination 
  • Coordinate meetings, prepare agendas and assign action items to relevant personnel.
  • Support team members by addressing administrative needs and ensuring a seamless workflow.
  • Act as a central point of contact for managers, employees and external stakeholders.
• Compliance and policy management 
  • Ensure all office practices comply with health, safety and employment regulations.
  • Maintain confidentiality around sensitive information, including HR and financial records.
  • Periodically review and update office policies and procedures to match organisational growth.
• Financial and budgetary responsibilities 
  • Manage office budgets by tracking expenses and anticipating costs.
  • Handle invoices, vendor accounts and expense reports to ensure accurate financial processes.
  • Assist leadership in developing annual budgets to secure operational efficiency.
• Culture and workplace environment 
  • Foster a positive workplace culture by organising employee engagement initiatives.
  • Support onboarding for new hires, ensuring they are integrated into company processes and culture.
  • Manage building services, including security and maintenance, to provide a comfortable work environment.
• Technology and resource coordination
  • Oversee office technology and software systems, troubleshooting basic issues as needed.
  • Liaise with IT for resolving advanced technical challenges and system upgrades.
  • Ensure teams have the tools they need to perform efficiently, from hardware to ergonomic resources.

An efficient Office Manager ensures smooth daily operations while creating a productive and positive work environment.

Concerned about an influx of applications? Employment Hero’s recruitment software is designed to help Small-to-Medium Enterprises manage the entire process. 

What should be included in an Office Manager job description?

When crafting a job description, clarity and organisation are essential. Be sure to cover:

• Job summary: A brief explanation of the role and its significance to the organisation.
• Primary responsibilities: Clear and concise list of key duties, categorised effectively.
• Required skills and competencies: Highlight organisational, interpersonal and technical aptitudes necessary for the role.
• Experience and qualifications: Include educational requirements, relevant certifications and professional experience.
• Work environment description: Specify remote, hybrid or in-office expectations, as well as team dynamics or role context.
• Call-to-action: Encourage suitable candidates to apply with clear instructions on how to submit their applications.

Developing a structured and detailed job description ensures alignment between your needs and candidate expectations.

Example of a job description

We are seeking a proactive Office Manager to oversee the administrative operations of our growing company. This role is key to enabling smooth workflows, fostering a positive workplace culture and supporting the broader team.

Key responsibilities:

• Manage and maintain office systems, including procurement of resources. 
• Coordinate meetings and liaise between departments to ensure operational fluidity. 
• Enforce compliance with workplace health and safety regulations. 
• Monitor office budgets, including managing vendor payments and expense reports. 
• Resolve administrative and operational challenges by troubleshooting issues as they arise. 

Required skills:

• Strong organisational and multitasking abilities.
• Excellent communication and interpersonal skills for working with diverse teams.
• Proficiency with office software platforms, including Microsoft Office Suite or Google Workspace.
• Experience in office budget management and expense tracking tools.

Work environment:

• Full-time, on-site position at our head office, with occasional remote work opportunities. 
• Collaboration-driven workplace culture focused on innovation and inclusion.

If you have experience in administrative operations and enjoy leading efficient office environments, we’d love to hear from you.ul relationships and driving measurable success, apply today to join our team.

What is the best way to screen candidates?

Ensuring you select the ideal Office Manager requires a structured candidate evaluation process. Here are the steps:

• Resume assessment: Look for experience in administrative leadership roles. Note responsibilities that involve managing processes, budgets or compliance.
• Practical skills testing: Provide scenarios to test time management and task prioritisation. Assess proficiency in software tools used for collaboration and resource management.

• Behavioural interview questions: Ask about their approach to handling unexpected workplace challenges. Query how they foster team collaboration and maintain confidentiality.
• Role fit analysis: Ensure alignment between the candidate’s mindset and your company’s culture. Evaluate their ability to remain composed under pressure while meeting deadlines.

Streamline your process with Employment Hero’s tailored recruitment tools. Get connected with pre-qualified candidates ready to make an impact.

Employment Hero gives you a talent pool with millions of active job-seekers, ready and waiting to work – without the need for any job ads

What skills should an Office Manager have?

To excel in maintaining effective operations, Office Managers must bring diverse skills to the table including: 

• Administrative expertise:
  • Strong understanding of workflows and document management. 
  • Ability to streamline processes for improved productivity. 
• Communication and coordination:
  • Excellent interpersonal skills for managing team dynamics. 
  • Strong writing skills to prepare communications, policies, or agendas. 
• Budget awareness:
  • Financial acumen to manage office budgets and vendor accounts. 
• Soft skills: 
  • Adaptability to handle evolving workplace demands.
  • Problem-solving capabilities to address challenges proactively.
  • Leadership to support team members and promote a positive environment.

Clearly prioritise skills essential to your business in your job posting to attract well-aligned applicants.

What qualifications should an Office Manager have?

Qualifications for Office Managers may vary depending on the industry, work environment, seniority of the position and past experience. Generally most employers will look for: 

• Educational background: Diploma or degree in Business Administration, Management or relevant fields. 
• Experience: Prior experience in an administrative or office management role. 
• Certifications: Certification in Professional Administration or Management can enhance profiles. 

Providing clear expectations based on these criteria ensures transparency in your hiring process.

Found a candidate and ready to make an offer? Download our Employment Offer Letter Template to streamline the process.

Hire fast. Hire right. All in one place with Employment Hero

For small businesses, hiring can feel like a full-time job on top of everything else. Sorting through irrelevant applications. Chasing down resumes. Coordinating interviews across packed calendars. When the right person finally comes along, you need to be ready. The best candidates aren’t on the market for long, and drawn-out processes can mean missing out altogether.

That’s why it pays to have an all-in-one Employment Operating System do the heavy lifting. With Employment Hero you can:

• Attract better candidates. Get your role in front of the right people – even if they’re not actively looking – with smart tools that go beyond traditional job boards.
• Cut down on manual work. Automate job ads, track applicants in one place, and use built-in tools to shortlist efficiently.
• Keep things moving. With structured scorecards and a clear hiring workflow, your team can make confident decisions, fast.
• Set new hires up for success. Digital contracts and tailored onboarding workflows help new team members hit the ground running.

It’s not about adding more steps – it’s about simplifying the right ones, so you can make better hires, faster.

Whether you’re hiring your first employee or growing your team, Employment Hero’s all-in-one Employment Operating System helps you focus on what matters: finding great people and getting them through the door.