THE ROLE OF THE OFFICE MANAGER ~ ONLINE BUSINESS

The importance of the office manager can be summed up in one word: efficiency. An office manager will free you from a whole range of time-consuming responsibilities, allowing you and everyone else in your company to concentrate on the fundamentals of running the business or just getting your jobs done.

The duties of an office manager vary from office to office. Have your office manager handle whatever it is that needs to be done to keep your company running efficiently.

In some firms, the office manager may be a secretary or receptionist. In others, the office manager may take on more responsibilities — acting as a bookkeeper or technology troubleshooter. Below are some of the tasks that often fall to an office manager:

Telephones. You can make it the office manager's job to answer all telephone calls and patch them through to the appropriate extensions. The office manager can also be in charge of ensuring that your phone system is operating smoothly and fulfilling your needs.
Reception. Office managers can sit at a desk directly inside the front door of the office and greet all visitors as they enter. Additional duties might include signing for deliveries, receiving and distributing mail, and keeping the reception area tidy (making sure magazines are current, watering plants, etc.).
Office supplies. Office managers can order all the supplies needed to run an efficient and professional office, keeping track of when supplies are running low, and making sure goods are ordered before they run out.
Office furniture. Office managers might select and purchase desks, chairs, filing cabinets, and the like.
Office equipment. Office managers can maintain equipment such as photocopiers, fax machines, and phone systems. They might be able to fix mechanical problems, or at least oversee their repair by a professional. Additional duties might include programming frequently used numbers into fax machines and telephone speed-dial systems.
Computers. Put your office manager in charge of overseeing office computers and troubleshooting when necessary. For example, the office manager should be familiar with basic computer problems, and be able to help employees when their computer or printer freezes. This duty is especially important if your company is too small to have a full-time technology support staffer.
Filing. A central task for office managers is to organize the mounds of paperwork. The manager should develop a comprehensive and easy-to-follow filing system for invoices, receipts, client information, and other important documents.
Bookkeeping. Typically, growing companies hire an accountant to handle high-level budgeting and rely on the office manager for bookkeeping. Duties might include keeping track of client billing, compiling employee hours, acting as a liaison between the company's accountant, or performing payroll service and handing out paychecks.
Meeting planning. Your office manager can take on the planning of on-site and off-site meeting arrangements.
HR management. At many growing firms, the office manager is the de facto human resources department, handling issues such as new employee paperwork and employee files.