The Top Skills Office Managers Need With Examples
Office managers are responsible for making sure the entire office or complex of offices runs smoothly. It could also mean managing and supervising any administrative assistants. Office managers usually do not need specialized education, but they do need plenty of relevant experience in both administrative and management roles.
If you are looking for this type of work, you can dramatically improve your chances by knowing which of your skills and experiences to highlight during the application and interview process.
How to Use Skills Lists
Look over this list of sought-after skills. You may find you have more of them than you thought you had. Use the names of your relevant skills as keywords in your resume and cover letter, so the hiring supervisor will be able to see clearly that you have what they’re looking for. Make sure to read the job description carefully, so you know which skills are most important to your prospective employer. Researching the company helps, too.
When you prepare for your interview, ready at least one specific example of a time you demonstrated each of the skills you expect to discuss. Don’t expect them to take your word for these things.
Examples of Office Manager Skills
Not all office manager positions require exactly the same skill set. Much will depend on how many office assistants you must supervise, how many people use the office you'll manage, and what kinds of software and other systems your employer uses.
But there are some skills that virtually all effective office managers have and cannot do without.
As an office manager, you'll be responsible for completing several administrative tasks. These include hiring and firing employees, conducting performance evaluations, training new employees and supervising others.
Approving formal requisitions, conducting general business operations and maintaining paperwork and personnel records may fall into your jurisdiction as well.
You'll also have to plan, take charge of mail processing, schedule and attend meetings. You may be called upon to practice conflict resolution, delegate work and be a policy and decision maker as well.
Part of your job will be to find ways to do your job better. If you can identify inefficiencies in how your office runs and provide solutions, you may be able to save your employer a lot of money and save your colleagues a lot of aggravation. A great office manager will always be asking herself of all process, practices, and procedures, “does this make sense? Is this the best we can do?” Here's a list of analytic skills you can include on your resume.
Attention to Detail
As the office manager, the buck stops with you. You will be responsible for ordering the correct office supplies in a timely way, for maintaining records accurately and in an organized manner, and for keeping track of the needs and issues of everyone else in the office. If you do it right, the office will seem to run itself. If you get a small detail wrong, other people may be unable to do their jobs.
Like office assistants, you will often be one of the first people visitors see, and you may at times be the only one they see, if the professional whose office this is happens to be out. You must therefore act as an effective receptionist while simultaneously carrying out your other duties.
You may also be the primary point of connection among all the various people who use the office, and possibly between your office and others within the same organization. You may have to practice conflict resolution. You will definitely have to delegate work. All of that adds up to a lot of communication, both written and verbal, all of which must be accurate, efficient, friendly, and professional at all times.
It's important that office managers have a wide range of computer skills.
The specifics will depend on your employer, but will involve data entry, spreadsheets, and general IT tasks.
Managing offices can be a tremendous amount of responsibility. Office managers generally work at the apex of an organization, with their hands in every aspect of the company. If this central role appeals to you, review our skills list to see if it could be a career for you.
Your responsibilities may include bookkeeping, invoicing, budgeting, and accounting. You may also be required to handle payroll, petty cash, and QuickBooks. Quarterly and semiannual reports may fall into your range of duties as well. At the very least, if your office handles money at all, you’ll be ultimately responsible for making sure it is handled well
As the supervisor of what may be a large group of office assistants, you’ll need to keep everybody motivated and coordinated. You’ll have to make teamwork happen. Your job will include setting a standard for everyone else’s work and making sure those standards are met. Leading often means helping other people to grow in their careers, and to help people self-start and communicate well with one another.
Interpersonal skills play a large role in being an office manager. You'll be required to have a positive attitude, greet visitors and engage in teamwork.
Office managers tend to have a miscellaneous skill set that helps them do their job. This includes paying attention to detail, being generally flexible about which tasks you'll have to perform and being reliable.