What should an office manager be like? Job description of an office manager, job responsibilities of an office manager, sample job description of an office manager. Secretary or office manager - who does a manager really need?

1. General provisions

1.1. The office manager belongs to the category of specialists of the Company, whose main tasks are organizational and documentation support management activities.

1.2. The office manager is appointed to the position and dismissed from it by order General Director Companies.

1.3. The Office Manager reports directly to the General Director.

1.4. The office manager is subordinate to the housekeeping manager, driver, courier and cleaner.

1.5. The office manager conducts personnel records during the period of temporary absence (illness, vacation) of the head of the personnel department.

1.6. During a period of temporary absence (illness, vacation), the head of the HR department replaces the office manager.

1.7. The office manager is guided in his activities by:

Legislative acts RF;

Charter of the Company;

Regulations on internal working hours;

Regulations on the Company's departments;

By orders of management;

Regulatory and methodological materials on the organization of office work;

This Job Description.

1.8. Persons with higher, incomplete higher or secondary education are appointed to the position of office manager special education and at least 1 year of work experience in a similar position, with knowledge of office work, office equipment (fax, copier, scanner, printer), programs Microsoft Office, work culture and business ethics.

1.9. An office manager should know:

Organizational structure and employees of the Company;

Regulations, orders and internal procedures of the Company;

Functions and tasks of the Company's divisions;

Functional responsibilities of employees of the administrative department of the Company;

Your functional responsibilities and rights;

Your actions in case of abnormal and emergency situations.

2. Job responsibilities

The goal of the office manager’s work is the most effective organizational and documentation support for management activities.

Based on this, the office manager:

1. Performs the functions of the Company Secretary:

1.1. Documentation support controls:

Acceptance of documents and personal statements for signature by the General Director of the Company;

Fixing the stamp of the official seal on contracts and orders;

Work with orders, instructions: project preparation, execution, signing, approval, familiarization with Company employees, registration, accounting, storage, filing of files;

Work with incoming correspondence (letters, faxes): reception, registration, transmission to the recipient, accounting, storage;

Organization of receiving correspondence at legal, postal and actual addresses;

Work with outgoing correspondence (letters, faxes): registration, transmission, accounting, storage; preparation of letters from the General Director and his deputies; sending urgent letters;

Maintaining and preparing minutes of meetings and meetings;

Registration of powers of attorney for receiving correspondence, parcels, etc. material assets;

On behalf of the General Director and department directors, performing copying and duplicating work;

On behalf of the General Director and department directors, preparing draft letters, requests and other documents relating to the activities of the Company as a whole;

On behalf of the General Director, printing of official materials, entering information into the data bank;

Formation of files in accordance with the approved nomenclature, ensuring their safety and filing in the archive.

1.2. Receiving telephone calls and, if necessary, transferring them to the employees for whom they are intended. Recording information received by telephone for the General Director in his absence and bringing its content to his attention.

1.3. Preparation of meetings and sessions held by the General Director (notifying participants of the time and place of the meeting, agenda).

1.4. Organizing meetings for visitors and guests of the Company.

1.5. Ordering air and railway tickets, hotel reservations.

2. Ensures the functioning of the office:

2.1. Order water as needed.

2.2. Order stationery quarterly.

2.3. Subscription to periodicals.

2.4. Preparation of applications for payment of invoices for rent of premises and utility bills landlords.

2.5. Organizing and monitoring compliance by Company employees with safety instructions and operating hours established by the administration of the lessor company.

3. Coordinates and controls the work:

Driver: (accepting applications for a car and developing a schedule for using the Company’s vehicles);

Couriers;

Cleaners.

4. Office manager as a member labor collective, must:

Carry out your duties conscientiously job responsibilities, observe labor discipline, timely and accurately execute orders of the administration and immediate supervisor, use all work time for productive work;

Complete production tasks and instructions efficiently and on time;

Maintain cleanliness and order in your workplace, office and other premises, observe established order storage of documents and material assets;

Effectively use personal computers, office equipment and other equipment, economically and rationally use materials, energy, and other material resources;

Comply with norms, rules and instructions on labor protection, industrial sanitation, rules fire safety;

Do not use for speeches or publications in media mass media, both in Russia and abroad, information received due to official position, certain special documents company as a commercial (official) secret, the dissemination of which could harm the company or its employees.

3. Rights

The office manager has the right:

3.1. Receive information, including confidential information, to the extent necessary to solve assigned tasks.

3.2. Require executors to revise documents prepared in violation established rules their preparation and execution (GOST 6.30-2003).

3.3. Endorse documents of management activities within the scope of their competence.

3.4. Submit proposals to management to improve their work and the work of the Company.

3.5. Require management to create normal conditions for fulfillment official duties and the safety of all documents generated as a result of the Company’s activities.

3.6. Make decisions within your competence.

3.7. Apply incentives and impose penalties on employees subordinate to the office manager, after agreement with the General Director.

4. Responsibility

The office manager is responsible for:

4.1. Failure to fulfill and/or unclear, untimely negligent performance of one’s official duties.

4.2. Omissions leading to material damage to the Company and/or damage to its image.

4.3. Security of documentation, disclosure of information classified as “Confidential” or “KT”.

4.4. Ignoring the rights provided for in these instructions.

4.5. Violation of internal labor regulations, production and labor discipline.

AGREED:

Legal Advisor: /______________/

"__" _________200

Head of HR Department: /______________/

Every enterprise, organization or company requires a specialist on its staff who is capable of performing management activities in the field of providing documentation, office work and solving various organizational issues. The specialist who meets these requirements of the enterprise is an office manager with the functions of a secretary.

The authority to appoint an office manager and dismiss him from his position, as a rule, rests with the General Director of the enterprise, who at the same time becomes his immediate superior and supervisor.

Requirements for candidates

The requirements that the company imposes on a candidate for the position of office manager with secretary functions are as follows:

Responsibilities of an office manager

Based on the title of the position, it becomes clear what functional responsibilities the office manager performs: he must be responsible for the functioning of the office and be the manager of administrative and business issues.

Thus, the office manager is subordinate to the employees of the business unit: the housekeeping manager, drivers, and cleaners. The company's courier service also reports to him.

Due to various production situations, such as the temporary absence of employees due to temporary disability or during vacation, the enterprise assigns the functions of the absent employee to an employee from the same or related department. So, the office manager must replace the absent head of the HR department, who is responsible for maintaining personnel records. Conversely, the functions of an office manager who is temporarily absent are taken over by the head of the human resources department. That is, the positions of office manager and head of the human resources department are, as a rule, interchangeable.

In the course of his work, an office manager must be able to use and apply various regulations, laws, methods, orders, regulations, instructions, including internal ones of the enterprise, that regulate his activities. He must also adhere to the rules of his job description and know the Charter of the enterprise.

Based on knowledge from the above sources, the office manager must take a responsible approach to the execution of his functional responsibilities. They must be carried out clearly, timely and correctly, in accordance with the requirements of the authorities. In addition, it is necessary to know the internal working hours, the structure of the enterprise and staff, have information about the functional tasks of the departments of the enterprise, and the job responsibilities of employees of the administration department. In case of emergency or emergency situations, the office manager, like any employee, is obliged to know the algorithm of his actions and carry them out according to the instructions.

The job description of an office manager with the functions of a secretary primarily includes ensuring document flow for the management and administration of the enterprise. But it is worth remembering that the functions of an office manager are not limited to this.

When searching for a suitable candidate, the company indicates the responsibilities of an office manager for the resumes that applicants prepare for a vacant position. The office manager is given the following tasks that he must perform:

• accept from employees personal statements, other documentation for submission to the General Director of the enterprise for signature;
• put stamps on orders, contracts, accounting documents;
• work with orders and instructions: prepare, print texts, sign, approve, familiarize enterprise employees with them, register, keep records, ensure safety, organize production files;
• to Work with various types correspondence, incoming and outgoing (letters, faxes, by email): receive, transmit (send) to the addressee, register, keep records (register), ensure storage in paper and in electronic format;
• draw up letters from the General Director, administration, heads of departments, send letters of high urgency;
• draw up powers of attorney, including general ones, to receive important documentation, correspondence, parcels;
• carry out the necessary tasks, instructions, orders of the General Director and heads of departments;
  
  
• work with a copier (MFP): copy, scan, print documents;
• prepare and print texts of letters, requests and other documents regulating the activities of the enterprise;
• enter information, ensure its systematic storage, search for data;
• create production files, monitor their storage, and submit them to the archives on time;
• receive faxes and phone calls and answer them;
• if necessary, transfer telephone calls to employees to whom they are intended or competent in this matter;
• in the absence of the General Director of the enterprise, receive information by telephone, fax or electronically and subsequently bring it to his attention;
• participate in the preparation and conduct of meetings of the enterprise;
• notify participants about the purpose of the meeting, when and where it will be held, and record data during the participants’ speeches;
• organize a meeting of visitors and guests of the enterprise: offer, serve tea, coffee, water, etc.;
• to ensure employee business trips, order aviation, Railway tickets, book hotel rooms;
• ensure the normal functioning of the office in a timely manner: order drinking purified water, if necessary; order stationery every quarter; Subscribe to periodicals every six months and submit requests to landlords to receive invoices;
• organize and control the employees of the enterprise regarding their compliance with instructions and work schedule;
• coordinate and control the work of the business unit: house manager, driver, cleaner, and courier;
• accept requests for the use of company cars and develop an appropriate travel schedule for employees.
  

  The office manager, like all employees, is a member of the enterprise’s workforce.

  The corresponding requirements are always put forward by the enterprise in order to maintain order, cleanliness both in its workplace and in office premises, the safety of documents and material assets, and compliance with labor discipline. In addition, the company requires employees to:

• in order to improve labor productivity, rationally spend your working time;
• effectively use the capabilities of computers, office equipment and production equipment;
• use materials used in work and energy resources economically;
• comply with labor protection instructions, fire safety rules and industrial sanitation standards;
• not to disseminate trade secrets contained in special documents of the enterprise, which may lead to damage to the image of the enterprise and its employees.

In management activities, within the scope of their competence, the office manager is vested with rights that he can use in the course of performing his work:

• gain full access to proprietary information (including confidential);
• require subordinates and executors to revise or re-register documents if they are drawn up in violation;
• make decisions and sign documents related to management activities;
• propose plans to your superiors to improve your work, as well as the work of the enterprise;
• demand from management to create production conditions established by sanitary standards;
• establish incentives or penalties for employees reporting to the office manager, having previously agreed on such a decision with the General Director.

In addition, the office manager is responsible to the enterprise, the procedure of which is fixed in his job description. He will be responsible for his actions if...

Performing duties in accordance with the job description is a guarantee successful work office manager

In this office manager job description you will find full list responsibilities, training program, and ready-made template office manager vacancies.

An office manager is a specialist who performs important management and organizational functions of a company. The coherence of the entire office depends on the quality of his work. However, in order to perform their duties well, the office manager must strictly adhere to the job description. Its content should be known to every employee of the organization, because this is the most important lever for effective personnel management

Job responsibilities of an office manager

Do you want peace and order in your work organization? Brief the office manager about the importance of his job responsibilities, which include the following:
1. Conduct organizational activities:

• purchasing, accounting, storage stationery supplies, their inventory and organization of issuance to employees;
• preparation of payment documents;
• checking the serviceability of office equipment and organizing normal working conditions for personnel (compliance with sanitary conditions: lighting, temperature, etc.);
• documentary circulation: execution, registration, and storage of documents;
• conducting business negotiations and conducting business correspondence;
• meetings, receptions, registrations and service to office guests and clients;
• providing negotiations and conferences with the necessary material and technical values;
• monitoring the de-energization of equipment and office equipment at the end of the working day.

2. Perform leadership functions:

• management of couriers, drivers and distribution of responsibilities between them. Assessing the quality of their work and monitoring the execution of assigned tasks;
• developing rules of behavior in the office, issuing badges to employees;
• monitor compliance appearance workers to established standards;
• supervise the work of telephone operators (receiving incoming and outgoing calls, forwarding and sending telephone messages) and monitor the literacy of their speech.

3. Manage labor discipline:

• drawing up a work schedule;
• maintaining, recording and analyzing violations of discipline and developing preventive measures;
• assignment financially responsible persons during the transfer of material assets from one employee to another;
  Providing, if necessary, assistance to employees in the event of an emergency conflict situations a team;
• development and implementation of motivation methods and systems of responsibility for violation of discipline.

4. Responsibly carry out instructions from management:

• print official materials that management needs, as well as follow other instructions from the immediate supervisor of the organization.

Of course, for high-quality execution With such a huge list of job responsibilities, a person must meet certain requirements. Mandatory conditions for hiring an office manager include:

1. availability of higher education vocational education no requirements for work experience or secondary vocational education with mandatory work experience as an office manager of up to two years;
2. presentable appearance;
3. communication skills, punctuality, literacy, sense of tact, organizational skills.

For productive and stable operation At an enterprise, an office manager must have certain skills and abilities. Here is their main list:

1. knowledge of the constitution and current legislation regarding office management, labor and administrative law;
2. ethics competence business communication and correspondence;
3. confident use of computers, in particular those electronic programs, which are needed when maintaining document flow;
4. Possession of skills in using office equipment;
5. mastery of speed dialing techniques.

Despite the fact that the position of office manager is quite young on the labor market, its demand is difficult to overestimate. The need for qualified specialists in this field is increasing every day, and those applying for vacancies do not always have the appropriate education and experience. There are various training programs available to address these issues.

How to teach the position of office manager “from scratch”

There are various courses available for aspiring office management professionals. On average, their program is designed to last from 60-120 academic hours, and is conducted both in group and individual form.
IN training centers listeners are offered lectures, presentations, seminars, as well as practical lessons to consolidate the acquired knowledge. Theoretical preparation covers topics related to the concepts of written culture and etiquette of business communication, self-organization. The basic concepts of office work are studied, correct design official documents, archives and nomenclature.
Since the office manager is often assigned tasks related to personnel records management, during the training you should learn the concepts documentation on personnel (orders, job descriptions, labor regulations).
A significant place during training is given to computer literacy. This section analyzes data, works with templates, and addresses issues related to document protection and the development of security measures. Using pre-prepared forms, practical classes are carried out, which consist of preparing documents, drawing up acts and letters.

When writing a vacancy or looking for a job in this area, you should know that alternative titles for the office manager position can be: administrator, manager's secretary, assistant manager, clerk.

What might an advertisement for an office manager vacancy look like? Below is an approximate form.

Example of an advertisement for an office manager vacancy:

We are looking for a competent and intelligent office manager to work in a friendly team.
If you are an ambitious and goal-oriented person who wants to advance career ladder, we will be glad to see you on our team. Come to us for an interview, but know:
1. We are demanding about the work of our employees because we want to be the best.
2. We constantly learn new things and strive for self-development.
3. We offer decent wages only to successful, responsible and punctual employees.
Opportunities you will get with us:
1. Acquiring practical skills in a company with a leading position in the market.
2. Guided training the best specialists companies.
3. Competitive wages.
4. Participation in interesting projects, conferences, trainings.
Your main tasks will be:
· solve organizational issues of the office (ordering and accounting for office supplies, food, etc.);
· register incoming/outgoing correspondence;
· conduct business correspondence;
· prepare orders for personnel;
· Conduct telephone conversations with clients.
Our requirements for the applicant:
· higher education;
· punctuality;
· communication and organizational skills;
· literacy.
Reward:
The salary consists of a fixed rate and a bonus based on your performance. The more you invest in your work, the higher the payment.
If you are a purposeful and active person, then join our team and develop with us!

It is extremely important for an organization or office to establish uninterrupted work, during which organizational matters arise, accumulate current documentation. An experienced office manager needs to set up these and other processes. Their competence includes establishing communication links.

Employees confuse the position of organizational secretary with the position of office manager, mistakenly believing that these are the same profession. In reality, the range of job responsibilities of a manager is much wider than the usual secretary; he combines some of the functions of a supply manager, secretary, recruiting manager and much more. Will every employee become a successful office manager? What personal qualities should he have?

All management directives addressed to the employee are executed in accordance with as soon as possible. For this reason, the candidate is required to be responsible, efficient, and punctual. At the same time, no less important mental capacity candidate: excellent memory and ability to concentrate on a problem.

A person seeking to occupy this attractive position realizes that he will be the face of the company, so here he will have to show all his communication skills. He must show goodwill towards visitors and clients of the company.

• Providing complete information for the execution of orders, including confidential data
• To make work more effective, make various innovative proposals
• Demand working conditions in which it will be comfortable to perform prescribed actions
• Act within your own competence. The employee has the right to make decisions within the framework of his own professionalism

Depending on the focus of the organization, this list of rights is supplemented or reduced. The work of an office manager takes place in an atmosphere of slight tension, since he has to find correct solution diverse tasks. For this reason, it is so important that the position you hold brings satisfaction.

In the position of “office manager”, most employers see an employee performing a fairly wide range of duties. The purpose of the introduction to staffing table Phoenix LLC of this unit is responsible for ensuring uninterrupted operation of the office.

Requirements to vocational training office manager:

• 1. Work experience in this profession (as an office manager or in a similar position - assistant manager, secretary, etc.) from six months to three years(depending on the status of the position for which in this case the applicant is applying).
• 2. Higher education(preferably according to the profile of the organization that announced the competition for a vacancy, in the field of management or technical).
• 3. Confident skills in working on personal computer(PC), which require not only the ability to competently use the installed software(software), but also independently install the software, perform simple setup and maintenance of the PC, connect peripherals, etc.
• 4. Knowledge of the basics computer programs(minimum - operating Windows system, MS Office, Internet Explorer).

The specified requirements are minimum.

In the list presented, they are listed in descending order of importance. In practice, this means that when making decisions about appointing an applicant to the position of office manager, the employer first of all pays attention to whether he has practical experience work, his educational level and degree of foreign language proficiency.

As an additional professional qualities office manager, the employer mentions the following requirements:

• 1. The applicant has experience in administrative and economic work and/or working with personnel.
• 2. Additional education(second higher, as well as various shapes advanced training, primarily in the field of management, etc.).
• 3. Advanced level of foreign language proficiency, for example, the ability to perform translation or interpretation, ability to read independently technical documentation and special literature on foreign language and so on.
• 4. Ability to operate office equipment (copier, fax, scanner, mini-PBX, devices uninterruptible power supply, charging device), ideally the ability to quickly identify and eliminate minor faults in them.
• 5. Possession information technology(in particular, the basics of programming, HTML), the ability to work with application software, as well as with legal reference systems (LRS): “Garant”, “Consultant”, “Code”, etc.

Concerning special requirements requirements of an employer for an applicant for the position of office manager, then their range is wide. At the same time, the presentation of such requirements to the professionalism of the office manager seems completely justified, and their absence can, at the very least, significantly complicate the effective performance of his official duties for the newly minted “office owner”, and this, in turn, has an extremely negative impact on organizing the work of the enterprise management apparatus as a whole.

To get an objective idea of ​​the nature of the special requirements for the professional training of an office manager, they are given below.

• 1. Understanding the specifics of the organization’s activities, knowledge of the relevant terminology and vocabulary.
• 2. Professional knowledge of management methods in conditions similar to those of an organization (practical management - from six months or more).
• 3. Professional knowledge of PCs and programs.

The employer also places quite strict requirements on business qualities applicants for the position of office manager. As is the case with the requirements for professional knowledge and skills.

• 1) organizational skills, i.e. ability to manage subordinate employees;
• 2) representative appearance (in other variants also presentable, attractive);
• 3) business communication, in particular the ability to clearly and unambiguously state orders, as well as write and speak Russian competently and clearly;
• 4) professional etiquette, adherence to rules organizational behavior(in another way - subordination) and corporate culture;
• 5) resistance to stress (tactfulness, non-conflict, goodwill).

In addition to this list, it is also necessary to talk about the “advantages” of an office manager, such as:

• 1) high performance, including in conditions of crisis caused by both objective and subjective reasons;
• 2) punctuality and, in particular, the possession of a strong memory, as well as the ability to self-organize;
• 3) diligence combined with reasonable initiative and prudence in plans and actions;
• 4) the ability to work in a team, while remaining “first among equals”;
• 5) the ability to take responsibility, especially when the boss is not around, and a decision must be made, and immediately.

• 1) determination, ability to prioritize work;
• 2) learning ability, as well as the ability to train subordinate employees;
• 3) professional intuition, the ability to foresee the development of a situation;
• 4) persistence, which, however, has nothing to do with “mutton” stubbornness;
• 5) optimism (based on real knowledge of the office environment).