What does it take to be a successful office manager?

Have you been asking yourself, ‘What does it take to be a manager?'. Office managers are the backbone of an efficient and well-organised workplace. They oversee administrative operations, coordinate resources, and ensure the smooth functioning of daily activities. Excelling in this pivotal role requires a unique set of skills, qualities, and strategies for career advancement. In this blog post, we will explore what it takes to be successful in office manager roles and provide valuable insights for hiring managers seeking to recruit top talent.

Understanding office manager roles

To excel in office manager roles, it is crucial to have a comprehensive understanding of the responsibilities, the scope of the role, and what it takes to be a manager. Office managers are responsible for overseeing administrative tasks, managing office supplies and resources, coordinating schedules, and facilitating effective communication. They bridge the gap between employees, departments, and senior management, ensuring seamless operations and promoting a productive work environment.

The difference between office manager and office administrator

While the terms "office manager" and "office administrator" are sometimes used interchangeably, it is important to recognise the difference between office manager and office administrator. Office managers typically have broader responsibilities that encompass strategic planning, leadership, and decision-making, whereas office administrators focus more on day-to-day administrative tasks. Understanding this difference helps in defining the expectations and requirements for an office manager position. Make sure you read through an administrative office manager job description or office manager resources like this before you apply for a role.

Essential traits for success 

Successful office managers possess a range of key traits that contribute to their effectiveness in the role. These include strong organisational skills, excellent communication and interpersonal abilities, adaptability, problem-solving acumen, and the ability to multitask. Effective time management, attention to detail, and a customer-oriented mindset are also vital for ensuring efficient operations and meeting the needs of both internal and external stakeholders.

How to hire an office manager

When hiring an office manager, it is essential to consider the specific needs and culture of the organisation. Define the qualifications, experience, and skills required for the role, and create a comprehensive job description that reflects these criteria. Utilise a combination of behavioural and situational interview questions to assess candidates' abilities to handle challenging situations, lead teams, and manage resources effectively. Additionally, consider candidates with a track record of continuous learning, adaptability, and a strong work ethic.

Resources for office managers

To thrive in the role, office managers can leverage various resources to enhance their skills and stay updated with industry trends. Professional organisations, such as the International Facility Management Association (IFMA) or the Association of Administrative Professionals (AAP), provide valuable networking opportunities, educational resources, and certifications. Additionally, online platforms, industry publications, and relevant workshops can offer insights into best practices, leadership development, and operational strategies specific to office management.

Career advancement opportunities 

Office management offers numerous opportunities for career advancement. As office managers gain experience and demonstrate their leadership capabilities, they may progress to higher-level management positions within the organisation. Additionally, pursuing further education, obtaining certifications, and expanding knowledge in areas such as project management or human resources can open doors to new opportunities and increased responsibilities.

Qualities that make a good office manager

Office managers know the ins and outs of the office. They oversee daily operations at the office, are great problem-solvers and are true masters of coordination.

Interpersonal & Communications skills

Communication is essential to being successful with office manager responsibilities. An effective office manager works closely with many people, including new hires, departmental managers, administrative staff, those who provide office supplies and even top executives. They must be able to communicate effectively to resolve conflict and provide clear direction. They may also be required to offer secretarial support to senior stakeholders.

Multi-tasking skills

Office managers would be pulled left, right and centre every other day by different people in the office, requesting information and asking for advice, from changing the printer ink to finding stationery, checking on courier packages, and even finding out about the boss's day. They need to juggle different tasks without losing focus and work independently without having to be micromanaged.

Time management skills

A person who doesn't manage their time properly will be overwhelmed by the amount of work that piles up. Office managers should know how to manage their time effectively on a daily basis. They should be able to schedule tasks properly and plan ahead for upcoming deadlines.

Organisational skills

Good organisational skills allow office managers to take charge of their workload and ensure that everything gets done in a timely manner.

Administrative skills

Many of the tasks in the job description of office managers may be administrative in nature. For example, answering phones, taking messages, purchasing office equipment, working with relevant software and filing paperwork.

Office managers may also draft documents, help with payroll, keep an organised office environment and communicate via phone, email and fax (yes, some companies are still using fax machines). These skills can help you succeed as an office manager regardless of the relevant business sector.

They are proficient in the use of all Microsoft tools and have great calendar management experience.

An office manager is responsible for overseeing every aspect of an office. He or she must oversee finances, payroll, and other administrative tasks. The office manager may be required to compile data from other departments like finance to create various reports. If an office manager is looking to upskill, they can consider Basic accounting and finance knowledge to help perform various duties.

What are the characteristics of a good office manager?

Office managers should be patient, empathetic and high in emotional intelligence. They need to check in with their workers regularly and offer support and encouragement to every office team member. When a manager doesn't have people skills, they won't inspire the team to achieve success.

An office manager needs to be friendly and approachable, especially to other office staff. Level-headedness is very important when working as an office manager. Managing employees and maintaining a calm demeanour is essential, and will also help when training staff for new responsibilities. They also need to have full confidence to manage office operations.

Office managers should always expand their knowledge. There are many ways to achieve this, including reading management literature, attending seminars, company events or conferences, keeping up-to-date with technology and taking courses. Office manager skills never stop evolving.

What does an office manager do?

An office manager's job description is always changing. Duties vary according to the size of the employing organisation, so it could mean organising, planning and overseeing a large pool of administrative assistants or working with one or two people in a smaller office. This is why an office manager job description resume or office manager resume will vary so much depending on the prior experience of the individual. Office manager job duties can sometimes be very different.

However, regardless of the size of the organisation, an office manager must be able to motivate and encourage employees to increase both productivity and work quality and to take on extra responsibilities if required.

Duties can include organising meetings and arranging appointments, dealing with correspondence, ordering stationery and furniture, preparing letters, presentations and reports, supervising and monitoring the work of the team, managing office budgets and, if relevant, working alongside other administrative managers.

Liaising with staff, suppliers, and clients will be a regular duty, and there will often be a need to chair meetings and allocate leadership roles among the staff. In larger organisations, there could also be a chance to become involved in special projects.

What does the career path for an office manager look like?

Office management qualifications are useful for many reasons. You can use them to show off your skills and knowledge and step up from the office administrator role. Some people choose to take office management qualifications on-site, while others prefer distance learning or in-house training. Low-cost training courses are available online.

Office managers should take advantage of certifications to highlight their knowledge and administrative skills. Certificates demonstrate that a person has mastered administrative procedures.

As a general rule, the role of office manager can lead to more senior management positions later in a career, as well as a chance to move from company to company if required.

Becoming a successful office manager requires a combination of essential skills, traits, and strategies for career advancement. By understanding the nuances of the role, differentiating it from office administration, and possessing key qualities such as strong organisational skills and effective communication, individuals can excel in this pivotal position. For organisations seeking to hire office managers, defining job requirements, conducting thorough interviews, and considering candidates with a growth mindset and leadership potential are vital. 

By leveraging resources and embracing continuous learning, office managers can enhance their capabilities and contribute to the success of their organisations while opening doors to exciting career advancement opportunities.

We hope this blog has helped you gain a greater understanding of office manager roles, office manager career advancement, and the difference between office manager and office administrator, as well as answering that important question, “What does it take to be a manager?”.