An Office Manager or Business Manager is in charge of making sure that an office and all of its areas run smoothly every day. Their duties include talking to department heads, passing on important information or policy changes from higher-ups, and putting in place incentives to get people to work harder. This article will elaborate more on the office manager duties, checklist, medical, and dental office manager duties, and also office manager duties resume
Office Manager Duties
Office Managers may be the initial point of contact for both internal and external parties in your office, which may have an impact on various customer service and communication aspects of their job obligations. Depending on the size of the group, duties and responsibilities may include:
#1. Staff Management
- Find and hire fresh candidates.
- prepare paperwork for new hires and people leaving the job.
- perform staff orientation for new hires.
- find and set up training plans for employees.
- Motivate, teach, and guide staff.
- delegate and manage work tasks.
- monitor performance, which includes evaluations and comments.
- resolve disputes and complaints.
- Maintain employee attendance records.
- keep employee personal files.
#2. Accounting
- monitor and keep track of costs.
- Prepare expense reports.
- keep the office budget.
- monthly financial reports help you keep up with your tracking system.
- processing accounts received and accounts payable.
- Follow up on accounts that are past due.
- do reconciliations of accounts.
- handle the small amount of cash.
#3. Payroll
- Watch and write down how many hours were worked, including overtime
- Keep track of vacation and sick time
- Administer benefits
- Compute tax returns
- Write and deliver payroll checks
#4. Secretarial
- Set up talks and appointments
- Keep track of dates and times
- Manage travel arrangements
- Prepare and send out meeting minutes
- Set up and get ready for talks
- Prepare and send correspondence
- Make special papers and show them to people
- Answer, screen, and route calls that come in
Read Also: What is Office Management? All You Need To Know
Office Manager Duties Checklist
There is a lot for office managers to do. Their work is very varied, ranging from keeping sensitive company records safe to reviewing employee performance and making yearly budgets. Let’s jump in and go right to the office manager duties checklists. Here they are:
#1. Record Disposal Checklist
Records disposal is an important part of records management because if it isn’t done right, it can lead to expensive legal problems or big data breaches. Even though it might seem like a simple process, companies often put themselves in danger by not following strict rules.
It is consequently critical for businesses of all sizes, particularly those dealing with thousands of records holding sensitive information, to implement a record disposal strategy. Whether your records are on paper or in digital form, need to be thrown away, or are kept in a storage facility, this plan will walk you through all the steps to make sure you get rid of them in a legal and efficient way.
#2. Office Safety Inspection Checklist
Office managers have a big duty to make sure their offices are safe and secure. Not doing so can be very expensive, both financially and for the company’s image. The office manager duties checklist is a crucial component of a well-completed workplace inspection, as it is the only method to ensure that all has been done to prevent mishaps, injuries, and diseases.
#3. Office Risk Assessment Checklist
As part of keeping your organization’s health and safety in check, you must regularly evaluate and control the risks in each office area. From common dangers like tripping and falling to ergonomics and how workers use office equipment, this checklist has everything you need to do a full risk assessment of a whole workspace. It is similar to the safety inspection checklist in a lot of ways, but it also has extra jobs for figuring out how aware employees are and going over the risk assessment with coworkers once it is done.
#4. Office Conflict Resolution Checklist
85% of workers have some kind of conflict, and 29% of them have it all the time. This is an alarming number that makes you wonder if managers are doing enough to help solve office problems and keep them from getting worse. Of course, most disagreements between two People can be handled without outside help, since the number one cause of conflict at work is simply bad communication.
However, if there is a major underlying problem and the conflict is visibly harming other employees’ morale and productivity, leaving the antagonists to sort it out is not the best strategy. Being a neutral mediator who listens can frequently improve the situation and prevent the conflict from escalating. This office manager duties checklist will guide you through each phase of the conflict resolution process, ensuring that the office environment remains calm and that everyone can return to work in good spirits.
#5. Employment Termination Checklist
Getting rid of an employee is a serious process that can have terrible results if it’s not done right. There are a lot of things that need to be done before you can let them go, like turning off their access to company property, giving them a letter about their benefits, and having an exit interview. Whether the employee is leaving on their own or is being fired, this checklist will help you make sure that the process is done in a polite, legal, and efficient way.
Read Also: Chief Sales Officer: Job Description, Salary & How to Become One
Medical Office Manager Duties
A Medical Office Manager, also called a Medical Practice Manager, is in charge of a medical office’s administrative jobs and their main duties are to take care of patient records, payrolls, bills, and office budgets, as well as to hire and train clerical staff. The following are the medical office manager’s duties:
- Managing the finances of a medical practice or facility
- Taking care of day-to-day business
- Overseeing the patient and staff routines
- Keeping an eye on the process of registering patients
- Keeping medical and staff information in order and up to date
- Getting better at customer service and making sure patients are happy
- Planning, implementing, and monitoring office policies and processes
- Making sure that federal, state, and local rules are followed, including OSHA and HIPAA rules
- Scheduling staff meetings for the clinical, non-clinical, and administrative personnel
- Holding interviews and hiring people for a medical office
- Training medical workers and doing reviews of their work
Dental Office Manager Duties
A dental office manager duties involve overseeing and supporting all administrative tasks in a dental office. They are in charge of managing things like staff meetings, plans, office budgets, and the monthly payroll. Also called a dentist’s office administrator or office manager. The following are the duties of a dental office manager:
- Making sure the office works well by creating and managing all internal processes and practices
- Maintaining the dental clinic’s financial control, personnel scheduling, general ledger, and billing system.
- Giving direct guidance to both individuals and teams to make sure that all office workers give great customer service.
- Coordinating the day-to-day implementation of office practices that improve productivity and efficiency.
- Responding in a timely and skilled way to clinical and operational problems.
- Developing and executing a successful office budget
- Hiring, supervising, and teaching new office workers
Read Also: FINANCIAL MANAGER: Meaning, Duties, Salary, Roles & Personal Manager
Office Manager Duties Resume
Being an office manager requires you to wear several hats, and chances are you’ve conducted interviews or made recruiting choices on your own. This means you already know how much time and thought goes into making sure someone is a good fit for the company. Now that you’re on the other side of the interview table, utilize these guidelines and examples to develop an office manager resume that gets you hired.
#1. Write a Compelling Profile Summarizing Your Qualifications
Hiring managers usually get a lot of applications, so you need to stand out quickly. The personal summary helps you do just that. This part of your resume goes at the top and is where you list your experience and skills. Look for keywords or skills that the hiring manager names as must-haves, such as being good at Microsoft Office or having a strong understanding of HIPAA laws. This is also a good place to talk about your leadership experience, how you handle conflicts, and how well you organize things.
#2. Add an Achievement-Driven Professional Experience Section
When writing the professional experience part of your resume, you want to accurately describe your past duties and responsibilities, but you also need to keep in mind who you’re writing for the hiring manager. As you write your job bullets, try to include buzzwords from the job description, like how you used a certain software or how you dealt with customer complaints. To provide hiring supervisors with a greater understanding of your experience, including numbers whenever you can, such as the number of clients in the workplace.
#3. Include Relevant Education and Certifications
When looking for a job as an office manager, it’s important to list any education or certifications that make you a good candidate. Some jobs will require at least a bachelor’s degree, while others may care more about how long you’ve been in the field. Being a Certified Office Manager is a great benefit, but other software certifications, as well as SEO and CRM certifications, can demonstrate that you have extra talents that will help you succeed once employed.
#4. List Relevant Key Skills and Proficiencies
The part of your resume called “Key Skills and Proficiencies” should be a simple list of bullet points that show what you can bring to the job. You can add to this list both technical and social skills, which are sometimes called “soft skills.” If you can, it’s a good idea to quickly read through the job description and add keywords and must-haves that are important to this list. Try including these frequently sought-after skills if you’re unsure of what to write.
What Is the Most Important Role of an Office Manager?
An office manager has one of the most significant roles in a company. He or she handles general administrative tasks, creates processes that improve efficiency, leads and motivates employees, and makes sure that teams communicate with each other.
What Is a Professional Summary for an Office Manager?
Organized office manager with excellent skills to handle office functions and directing administrative staff to meet the needs of executives. Performance-driven and goal-oriented, with a deep understanding of the needs for contract negotiations, budgets, payroll, and office orders.
What Is the Difference Between an Office Manager and an Operations Manager?
Operations managers are expected to look at the broad picture, working every day to enhance all elements of the business in order to further the company’s goals. Meanwhile, office managers are the folks who hit the ground running, defining the tone of an office and ensuring that team members are engaged and satisfied with their work.
What Are the Examples of Office Management?
It may involve a wide range of tasks, such as making sure the office is up-to-date, taking care of office equipment, creating a friendly atmosphere, managing the office budget, greeting visitors and new employees, setting up activities in the office and off-site events for office staff, and planning.
What’s Another Name for Office Manager?
An Office Manager, who may also be known as an Office Administrator or just an Administrator, is the person in an organization who functions as a liaison between the management team and the staff. Office managers are accountable for a wide array of activities, some of which include keeping track of deliveries, organizing work areas, and assisting executives when required.
What Makes a Good Manager?
A competent manager is someone who is able to set a good example for their team and understands how to capitalize on their individual skills to assist the team in achieving their goals. The most effective managers take the time to get to know their staff members and look for methods to support them so that they may provide their best work. It is essential to maintain clear communication with your staff regarding their goals, expectations, and feedback at all times.
What Is the Most Challenging Part of Being an Office Manager?
Getting rid of workers.
This is probably always going to be the hardest part of a manager’s job, and you should never get too used to it. There’s no easy way to get around this one, and it doesn’t get any easier no matter how much you do it.
References
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