Job duties of the administrator in the office. Office manager job responsibilities. Office personnel management

An office manager is one of the most necessary personnel in the work of any modern company... The wide range of responsibilities includes the functions of an Organizational Control Specialist. It simultaneously brings together up to three plenipotentiary representatives: secretary, caretaker, administrator. The duties of an office manager are primarily based on responsibility and high dedication.

Requirements for a specialist

The job instruction of the office manager includes the necessary prescriptions for hiring and its implementation in the future. The first thing that an applicant for this position, is the appropriate education and professional skills. The employee must have a diploma of completion of secondary specialized, incomplete higher or higher education.

The skills should include knowledge about the structure of the office and the features of its work. Room zoning is an important factor in functionality. If the office manager is familiar with the principles of organizing activities, it will be easy for him to control individual work positions. Personnel should be assigned to their positions in accordance with their responsibilities so that other work is not disrupted. An office manager must know the scope of work and the degree of responsibility of each specialist.

Duties of the office administrator

The manager is obliged to organize the optimal comfortable production in the office premises. In addition to zoning, the manager needs to manage employees so that all functions of each cadre are consistently performed. The basics of the office are established by the administrator on the following points:

• Selection and placement of specialists.
• Planning strategy and tactics at work.
• Building the organizational structure of the office.

For a stable working state in the office, you need to ensure that every staff is successful in their activities. Positive labor results are realized by the methods of motivation and the management of its strategy. Developing and implementing progressive approaches to improving quality and increasing productivity is the responsibility of the office manager.

Business communication in a work collective is based on morality and professional ethics... An office manager is a person who sets an example of polite tone and respect for employees.

Internal control

Everything decisions taken must be controlled by the administrator himself. Control is carried out in the following professional areas:

• Introduction and maintenance of internal labor regulations.
• Compliance with specific norms of communication in the company.
• Control over the culture of speech when communicating with clients and business partners.
• The dress code is an important point in the work of the company. Employees must wear appropriate uniforms as set by the business environment standards and by the company's charter.

Office Manager, job duties which includes personnel management and control of activities, must develop its own methodology for the organization and structure for assessing the quality of work. Each employee is subject to disciplinary responsibility in the event of violations of work regulations and work ethics. The manager himself bears this responsibility. The system of measures to prevent violations, ways to resolve conflicts with management and other employees, methods of moral incentives are developed by the administrator.

Duties of the manager

The functions of the manager can also be performed by an office manager. In this case, he needs to provide the staff and premises with the necessary consumables. Each employee must have a badge and business cards so that his identity, name, position, contact information can always be recognized and addressed correctly. The face of the specialist is the face of the office and the company.

The supply of stationery is carried out regularly and is the responsibility of the office manager. Compiled economic plans for the provision of goods, taking into account the amount of products supplied to the company, the cost bulk purchases and discount systems. Regular supplies of office material, including paper and consumables for equipment, are carried out with the conclusion of transactions with suppliers and service companies with the direct participation of the office manager. The receipt of goods is controlled by payment and accounting documents. The issuance of stationery and accessories to personnel is carried out with the appointment of responsible persons and the presence of schemes and procedures for the distribution of economic values.

All equipment is controlled by the supply manager, in this case the office manager. Responsibilities include monitoring the good condition of technical equipment, communications. In the event of a breakdown of devices and machines, a service company or a repair specialist is called and the results of his work are checked. This control also takes place upon delivery. new technology to the office.

Equipment inventory and Supplies is performed by the office manager by periodically checking the availability and technical condition of economic property with accounting data.

On his own responsibility, the manager of economic support disposes of the funds allocated to the office for the purchase of goods necessary for the company and the replenishment of the technical needs of the premises. The supply manager organizes the material and technical supply of consultations, conferences, negotiations.

Secretary and his duties

All of the listed key processes in the work of the manager and his decisions must be officially fixed, and therefore the duties of the office manager, the secretary in one person include documentary support of organizational activities. Each document, depending on the purpose, has its own form and structure of preparation. Only then will the adopted decision or plan have a legal basis and imply the strict implementation of all points. This is how a clear and well-coordinated company activity is built.

Collaboration and integration

The secretary-manager organizes the meeting and reception of guests. Delegations and commissions, partners, clients are important visitors to the company. The activities of the company and its development directly depend on them. Communication takes place at the business level using formal friendly ethics without the transition to personal connections and interaction - only work. The office manager should symbolize culture and respect not only as a leading spokesperson, but also as a firm as a whole. The receipt and transmission of contact information is carried out directly by the secretary. For cooperation and solving important issues of interaction, business cards are exchanged, analyzed and stored in the department. Business correspondence with partners and branches is the responsibility of the office manager. They make electronic and courier dispatch of the necessary material, receive and analyze information, conduct business correspondence.

Manager in the management structure

In most cases, the manager is directly subordinate to general director company and senior management. Responsibilities and rights are prescribed by the bosses, who monitor their observance. The responsibilities of the office manager for the resume include reporting on the internal organization carried out, the achievement of productivity results and the difficulties encountered in the work and maintenance of activities. They make proposals to improve conditions, economic and economic issues on the purchase of equipment and materials, applications for relocation, promotion, dismissal of workers. Disciplinary punishments and rewards for distinguished specialists are transferred for consideration.

Specialist instruction

The hiring of a new manager is accompanied by the preparation and acceptance of a set of duties, rights and responsibilities. The office manager's instruction includes full list of all the above-described rules and regulations for work and organization, it also includes persons or positions reporting to the administrator.

Career ladder

A manager's career is based on internal development and professional growth, which consists in improving skills. A change in influence occurs along with an increase or decrease in authority in the eyes of subordinates and other employees. Vertical positive mobility of the position is recorded by success in achieving the goals set by the company, initiative and communicative qualities, innovative abilities and effective work methods.

Office manager is one of the most demanded professions. An effective specialist must pay significant attention to human resources, this requirement is the responsibility of the office manager for a resume. Correctly selected for internal leadership qualities and highly qualified personnel will have a positive effect on the dynamics of the company's development.

A person who has a secondary vocational education and work experience in economic services for at least 1 year or primary vocational education and experience in economic services for at least 3 years is accepted for the position of a manager of an administrative complex. 1.3. The manager of the administrative complex must know: - decrees, orders, orders, other governing and regulatory documents of higher authorities concerning the economic services of the organization; - means of mechanization of labor of service personnel; - rules for the use of premises; - the procedure for organizing the work of the car park; - rules for working with tenants of premises; - rules for organizing transfers; - the basics of labor organization; - labor legislation; - internal labor regulations; - rules and norms of labor protection. 2.

Attention

Thus, the office manager has subordinate employees of the economic unit: the head of the household, drivers, a cleaner. The courier service of the enterprise is also subordinate to him.

Office Administrator Job Description

Important

The basics of the office are established by the administrator on the following points:

• Selection and placement of specialists.
• Planning strategy and tactics at work.
• Building the organizational structure of the office.

For a stable working state in the office, you need to ensure that every staff is successful in their activities. Positive labor results are realized by the methods of motivation and the management of its strategy.

Developing and implementing progressive approaches to improving quality and increasing productivity is the responsibility of the office manager. Business communication in the work collective is based on morality and professional ethics.

Info

An office manager is a person who sets an example of polite tone and respect for employees. Internal control All decisions made should be controlled by the administrator himself.

Job description of an office manager

Control is carried out in the following professional areas:

• Introduction and maintenance of internal labor regulations.
• Compliance with specific norms of communication in the company.
• Control over the culture of speech when communicating with clients and business partners.
• The dress code is an important point in the work of the company. Employees must wear appropriate uniforms as set by the business environment standards and by the company's charter.

The office manager, whose job responsibilities include personnel management and oversight, must develop his own organization methodology and structure for assessing the quality of work.

Each employee is subject to disciplinary responsibility in the event of violations of work regulations and work ethics. The manager himself bears this responsibility.
I approve the [organizational and legal [position, signature, full name, form, name of the head or other official organization, enterprise] of the person authorized to approve the job description] [date, month, year] M. P. Job description of the manager of the administrative complex (administrative director) [name of the organization, enterprise, etc.] This job description is developed and approved in accordance with provisions Labor Code Russian Federation and other regulations governing employment relationship. 1. General Provisions 1.1. The manager of the administrative complex belongs to the category of managers, is hired and dismissed from it by order of the head of the enterprise, to whom he is directly subordinate in his work. 1.2.

Job description of an enterprise manager

Submit to the management of the enterprise proposals for improving the organization and improving the methods of work performed by him. 3.7. Request documents, materials, tools, etc., necessary for the performance of their official duties. 3.8. Other rights provided by labor law. 4. Responsibility The manager of the administrative complex is responsible for: 4.1.
For non-performance or improper performance their job duties provided for by this job description - within the limits determined by the current labor legislation of the Russian Federation. 4.2. For causing material damage to the employer - within the limits determined by the current labor and civil legislation of the Russian Federation. 4.3.

Job description office manager with secretarial functions

The duties of an office manager may include working with utilities, with representatives of organizations serving office equipment. The main and significant difference between an office manager and an office administrator is leadership - the administrator, as a rule, does not manage the office workers, but is just one of them and performs his work in cooperation with the office staff.

The office manager and office administrator must have such personal qualities, as communication skills, energy, the ability to clearly and clearly express their thoughts, confidence, the ability to persuade, the ability to self-organize (for the administrator) and the ability to manage the team (for the manager), knowledge of a foreign language, etc. I. General Provisions 1. The office administrator applies to the professional category.

Conducts office work. 4. Keeps the registration and accounting of incoming and outgoing documentation. 5. Receives and sends e-mail at least 2 times a day.

Controls the delivery of mail for the organization from the post office and the delivery of the organization's mail to the post office. 6. Organizes the reception of visitors, promotes the efficiency of consideration of requests and proposals of employees. 7. Forms cases in accordance with the approved nomenclature, ensures the safety of the organization's documentation, including employee reports, and submits the documentation to the archive in due time. 8. Provides control over the safety of material assets. 9. Advises visitors on issues related to the services provided. Takes measures to prevent and eliminate conflict situations. 10. Informs the management about the existing shortcomings in the service of visitors, the measures taken to eliminate them.

Office manager job responsibilities

Ensures the proper maintenance and operation of the office premises in accordance with the rules and regulations of industrial sanitation and fire protection. 9. Organizes the ordering of air and railway tickets for office employees, dispatching vehicles. 10. Organizes office work, receiving incoming calls and managing outgoing calls. 11. Organizes effective and cultural services for visitors, ensures the creation of comfortable conditions for them, advises them on administrative issues, provides information and other materials (business cards, price lists, brochures, etc.). Important Prepares the material and technical base for complex negotiations with partners, clients, and other categories of visitors. 13. Keeps track of visitors. 14. Takes measures to prevent and eliminate conflict situations. 15.
The head of the sales office is appointed and dismissed in accordance with the procedure established by the current labor legislation by order of the General Director of the Company. Request from structural units organizations and independent specialists the necessary information necessary for the performance of official duties. 4.

Demand from the management of the organization proper working conditions and compliance with the provisions of the Labor Code of the Russian Federation. 4. Responsibility of the office manager The office manager is responsible in the following cases: 1.

For improper performance or non-performance of their official duties provided for by this job description, within the limits established by the labor legislation of the Russian Federation. 2.

The office manager reports directly to the general director. 1.4. The driver, courier and cleaning lady are subordinate to the office manager. 1.5.

During the absence of the office manager, his rights and obligations are transferred to another official, which is announced in the order for the organization. 1.6. A person who meets the following requirements is appointed to the position of an office manager: education - higher, incomplete higher or secondary specialized, experience of similar work from a year, knowledge of office equipment (fax, copier, scanner, printer), Microsoft Office programs (Word, Excel), office work 1.7. The office manager is guided in his activities by: - ​​legislative acts of the Russian Federation; - the company's charter, internal labor regulations, other regulations of the company; - orders and instructions of the management; - this job description. 2.
Organizes business trips for employees: orders air and train tickets, reservations hotels. 2.8. Organizes the provision of the office with stationery, consumables and other inventory items necessary for the office.

Organizes their acceptance, accounting, storage and delivery. 2.9. Carries out control over the proper condition of office equipment, communications; when detecting malfunctions of office equipment and other equipment, calls specialists to carry out renovation works and other types of maintenance 2.9. Coordinates and controls the driver's work: (accepting applications for a car and developing a schedule for using the company's vehicles); courier (accepting applications and developing a schedule); cleaning ladies.

3. Rights of the office manager The office manager has the right to: 3.1. Receive information, including confidential information, to the extent necessary to solve the assigned tasks. 3.2.

1. General Provisions.

1.1. The job description defines functional responsibilities, rights and responsibilities of the administrator.
1.2 The administrator belongs to the category of professionals.
1.3 The office administrator is appointed and dismissed in accordance with the procedure established by the current labor legislation, by order of the director of the enterprise.
1.4. Official subordination of the administrator:

1.5. Documents regulating the activities of the administrator:

1.5.1 External documents: legislative and regulations related to the work being performed.
1.5.2. Internal documents: Charter of the enterprise, orders and instructions of the management, job description of the administrator, internal labor regulations.

2. Qualification requirements.

2.1. Secondary vocational.
2.2. Work experience in the relevant position is at least 1 year.

3. Tasks and responsibilities.

The office administrator performs the following tasks and responsibilities:

3.1. Receiving phone calls, recording and transmitting information to employees of the enterprise, forwarding calls to departments, depending on requests.
3.2. Initial consultation of clients on incoming calls.
3.3. Registration and accounting of incoming and outgoing documents, contracts, letters, etc.
3.4. Typing text, commercial offers and other documentation.
3.5. Carrying out work on placing advertisements in the media and recruitment agencies on hiring, at the request of the heads of structural divisions. Conducting an initial interview with applicants for the vacant position.
3.6. Work on maintaining the site (entering updated information).
3.7. Maintaining a timesheet.
3.8. Planning the route of the vehicle assigned to the office.
3.9. Formation of an application for the purchase of stationery and consumables for office equipment of the enterprise.

The administrator has the right:

4.1. To act on behalf of the company, to represent the interests of the company in relations with other companies, as part of their official duties.
4.2. Interact with other employees of the enterprise, within the framework of their competence.
4.3. Make suggestions for improving the activities of the enterprise.

5. Responsibility.

The administrator is responsible for:

5.1. For improper performance or non-performance of their official duties provided for by this job description - within the limits determined by the current labor legislation.
5.2. For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation.
5.3. For material damage caused to the company - within the limits determined by the current labor and civil legislation.

6. Must know.

The administrator should know:

6.1. Fundamentals of the organization of the enterprise.
6.2. Positions and trends in the sales market advertising services.
6.3. The range of advertising services provided by the company.
6.4. Pricing procedure.
6.5. Means of establishing business contacts with counterparties.
6.6. Ethics business communication and negotiation.
6.7. The current price list for services.
6.8. Fundamentals of technology and organization of production printing products and outdoor advertising products.
6.9. Fundamentals of labor legislation.
6.10. Rules and regulations for labor protection, safety, industrial sanitation and fire protection.
6.11. Prospects for innovative and investment activities enterprises.
6.12. Work with computers, telecommunications and communications.

7. Other provisions.

7.1. The job description is drawn up in two copies, one of which is kept at the enterprise, the second - at the employee.
7.2. Sections "Tasks and responsibilities", "Rights" and "Responsibility" can be clarified in connection with changes in the management structure, tasks and functions of the structural unit.
7.3. Changes and additions to this job description must be made by order of the General Director.

Acquainted with the instructions: "___" ___________ 2013