Office Manager

Summary of PositionPerforms administrative and office support activities for office. Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing. Supervision and training of other administrative staff. Extensive software skills are required, as well as strong communication skills. ## DutiesPhone Handle all inquiries within my capacity Arrange "callbacks" to protect bosss time Provide back-up materials for callbacks Route calls elsewhere as needed Do phone surveys/inquiries as needed Appointments/Meetings Maintain calendar and set appointments for entire staff. Fix commitments to maximize bosss time efficiency; Allow for time for private tasks and special situationsData Management Copy paperwork, batch sort and ready for signing/mail Refile client data Update and manage client files Improve/tighten storage/retrieval systems Visitors Screen to control interruptions Schedule appointments whenever possible Protect staff priority/private tasks Arrange amenities as needed As arranged, "rescue" boss from laggards Communication Compose correspondence/reports for own or managers signature Arrange essential mail in priority action order for boss Check deadlines on incoming requests and put preliminary work in play Process replies on own initiative or from bosses dictation or notes Research, draft and review letters Projects Track and assign work projects Follow up, motivate or reassign to improve efficiency and ease completion Update and chase delegated tasks to ensure progress to deadlines Keep projects on schedule Supervise other administrative staff and track projectsFinancial Receive, record and process client payments Make deposits in a timely manner Track and pay accounts payableConfidentiality Assure discreet handling of all business Maintain client information to prevent compromise of informationRoutines Relieve management of administrative detail Routinely re-order supplies Update mail/phone directories