There comes a point for every growing business where day-to-day administration and operational tasks become too much to handle on your own. That’s when managers and business owners begin to delegate activities to other team members, but it soon becomes apparent that this is a very disjointed approach.
Maybe it’s time to get an office manager?
If you find that your team are wasting time on things like diary and database management, sorting out IT issues and writing up meeting notes instead of doing their actual job, it’s probably crunch time.
At first, employing an office manager might seem like a luxury you can’t afford. If that’s the case, work out how much time you and your employees could save by not having any admin to do and think about what else could be achieved instead. It’s likely there are more important things to do that actually impact the bottom line.
You may also be struggling to see how admin can be a full-time job, but consider all of the tasks that do not fall specifically into an existing role, and those duties quickly add up.
Roles and responsibilities of an office manager
An office manager can handle everything from mundane receptionist and daily admin tasks to more specialist, personal or confidential projects for specific members of the team or departments. In smaller businesses, office managers may double up as accounts and HR assistants, and in larger organisations, there may be a need for personal or executive assistants who manage an entire team of administrators.
Essentially, the key objective of employing an office manager is to streamline day-to-day operations and ensure the smooth running of your business.
Duties often include:
Answering the phone and directing calls
Managing generic inboxes and enquiries
Office-wide admin including printing, photocopying, filing and post
Diary and meeting management, including note taking
Booking travel and accommodation
Database and system management
Ordering stationery and equipment
Health and safety, including acting as fire marshal
Compliance, data protection and security
Marketing admin such as social media and updating website
Managing contractors and suppliers – cleaning, catering, IT
Accounting, payroll and invoicing
Staff inductions, appraisals and absence reporting
In addition, office managers often become the backbone of the business. Having a level of involvement in most functions and departments, they usually become the first point of contact for all employees and have an ear to the ground when it comes to any issues.
As a result, you may find that having an office manager boosts morale and improves communication between staff at all level employees.
Person type and pay expectations
Whatever level of experience you are looking for, office managers should always be extremely organised, personable and resourceful; have excellent time-management and customer service skills; and be able to multi-task and work well under pressure.
They should be helpful and willing by nature, because there will be times when they are required to do the dull and boring, like making tea. Having said that, you shouldn’t use them as a dogsbody and use them efficiently as you do the rest of your staff.
In most cases, people will have fallen into office management through various receptionist and administration roles. However, anyone with strong organisational and project management skills could be considered. If you have specific tasks in mind, you may require industry experience.
In terms of pay expectations, you should be looking to offer an annual salary of between £22,000 and £24,000 for a general office manager within an SME. Larger organisations should consider higher salaries depending on responsibilities and how authoritative the role is.
Salaries for personal assistants or department office managers who require more experience and skills are between £28,000 and £40,000 depending on experience.
Executive assistants are usually project focussed and involved in high-level admin and confidential tasks. They are often the right-hand men or women of directors and trusted with sensitive company information. As such, salaries don’t often start below £37,000.
Temporary and permanent placements
At Bond Williams Professional Recruitment, we have a number of experienced office managers currently looking for new opportunities. Our specialist Office & Commercial team can also source candidates for temporary placements should you need to cover holiday, sickness or a particularly busy period.
Our team would be happy to help source the right office manager for your business and requirements. Simply contact myself, Hannah Darby, for permanent vacancies and for temporary placements, contact Suzanne Sherriff.
Principal Recruitment Consultant
Hannah is a specialist in the Office & Commercial sector. Dedicated, hardworking and motivated, Hannah thrives on sourcing and placing the best talent from SME’s through to large blue chip companies across the region and in London. Hannah has grown an enviable reputation for sourcing high level senior appointments together …