An Office Manager, also known as an Administrative Coordinator or Office Administrator, oversees daily office operations, supports employees, and ensures the office runs smoothly. This position is essential for keeping business activities organized, from handling administrative tasks to managing internal workflows.
The duties of an office manager can differ based on the size and type of the company:
- In small businesses, the office manager often handles hands-on tasks such as scheduling, invoicing, ordering office supplies, and assisting with HR-related activities.
- In larger small-to-medium businesses (SMBs), the role is more managerial, including supervising administrative staff, coordinating office procedures, and ensuring compliance with company policies.
Job Description: Office Manager
The Office Manager is responsible for ensuring the smooth and efficient operation of the company’s office and administrative functions. In small and medium-sized businesses (SMBs), the Office Manager often plays a key role in administrative support, human resources, and day-to-day operations. This position requires a proactive individual who can handle a variety of tasks to keep the office running smoothly and support employees effectively.
What are key responsibilities of Office Manager?
- Manage daily office operations and ensure all administrative processes run efficiently.
- Support HR activities, including parts of recruiting, onboarding, and employee management.
- Order and maintain office supplies to meet employee needs.
- Prepare HR documents such as contracts, employee files, and company policies.
- Organize and maintain company records and files for management review and decision-making.
- Coordinate office equipment and technology, ensuring everything is working properly and well maintained.
- Manage relationships with vendors and service providers for supplies, maintenance, and equipment.
- Oversee office refreshments (e.g., coffee, snacks) and help maintain a comfortable work environment.
- Track and manage office equipment, making sure items are assigned and returned as needed.
- Plan and organize company events such as meetings, training sessions, team-building activities, and holiday parties.
- Coordinate employee training and professional development events.
- Act as a point of contact between the company and external service providers like accounting and legal firms.
- Manage office layout and seating arrangements to optimize workflow and comfort.
- Take and keep accurate meeting minutes for important discussions and decisions.
- Track and manage contracts to ensure compliance and timely renewals.
- Oversee front desk and reception duties to ensure a welcoming and organized environment.
- The Office Manager role at Aptien is designed to support these responsibilities, helping ensure smooth business operations and providing essential administrative support.
How Aptien Simplifies Work for Office Managers
- Aptien is an all-in-one software that helps you organize and manage everything from a single platform.
- It enables easy management and collaboration across your entire team.
- You get complete oversight of your company’s equipment and assets.
How Aptien Simplifies Office Management
Asset and Equipment Management
- Manage asset information throughout its lifecycle: Aptien helps you track assets from purchase to disposal, keeping all important details easy to access and up to date.
- Keep track of important deadlines: Set reminders and notifications for key dates like maintenance, calibration, or warranty expirations.
- Make inventory checks easy: Aptien streamlines inventory management, so you can quickly locate assets and equipment across your business.
- Report issues or malfunctions: Employees can submit maintenance or equipment problems through the built-in helpdesk, making it easier for office managers to track and resolve requests—no more back-and-forth emails!
- Manage equipment issuing, assignents and returning: Aptien supports both paper and digital processes for issuing and receiving equipment, ensuring smooth and documented transfers of assets, tools, and personal protective equipment (PPE).
- Track protective equipment records: Easily monitor and manage protective gear issued to employees during onboarding and throughout their employment.
Vendor & Supplier management
- Manage vendor contracts
Internal Policies and Regulations
- Centralize company policies: Aptien lets you manage all company policies and internal rules in one place, ensuring documents are current and easy to access.
- Onboard employees with policies: Automatically introduce new hires to relevant policies, reducing manual work for office managers. Employee acknowledgment and access to policies is streamlined through the system.
- Automate employee onboarding: Aptien guides new employees through paperwork, document review, and the issuance of work tools, simplifying both onboarding and preboarding.
- Create and review company guidelines: Make sure employees understand important policies, safety rules, and internal procedures before they receive their equipment.
Resource Reservation
- Book resources, offices, and equipment: Aptien makes it easy to reserve company resources like meeting rooms, office equipment, and even company vehicles.
- Track deadlines and events: Set reminders for important dates such as contract expirations, employee leave periods, and document renewal deadlines.
- Organize training, events, and attendance: Plan both mandatory and optional training sessions, track employee participation, and help keep certifications and skills up to date.