Office Manager or Administrator

Office managers and administrators undertake a range of functions to ensure the smooth operation of the administration activities within an organization or office.

Office managers are responsible for facilitating the efficient functioning of an office through a range of administrative, clerical, financial and managerial tasks. Their responsibilities may include the management of human resources, budgets, accommodation and property facilities and records.

Office managers may be required to organise meetings, arrange appointments, type, book transport and accommodation, order stationery and furniture, deal with correspondence, complaints and queries, prepare letters, presentations and reports, supervise and monitor the work of secretarial, clerical and administrative staff. They also need to manage office budgets, liaise with staff, suppliers and clients, implement and maintain procedures / office administrative systems, delegate tasks to junior employees and organise induction programmes for new employees.  Other responsiblities may include ensuring that health and safety policies are up-to-date using a range of software packages, handling staff recruitment and appraisals, attending meetings with senior management and keeping personnel records.

They supervise and coordinate activities of staff, interview job applicants and conduct orientation programmes for new employees, administer salaries and determine leave entitlements, are involved in staff training and development, the preparation of job descriptions, staff assessments and promotions.

Other duties are to:

  • prepare annual estimates of expenditure
  • maintain budgetary and inventory controls
  • locate suitable accommodation and negotiate reasonable leasing agreements
  • make recommendations to management
  • maintain management information systems (manual or computerised)
  • provide and maintain accommodation and other facilities including plant and equipment
  • provide secretarial or executive services

Important skills for office managers are reliability, adaptability, good interpersonal skills, organisational skills, communication skills, IT skills and problem-solving skills

Personal Requirements

  • able to supervise
  • good oral and written communication skills
  • good interpersonal skills
  • aptitude for figures, preferably some accounting experience
  • well organised
  • reliable


  • most commercial firms and large industrial organisations
  • banks and building societies
  • government departments

Getting Started

  • arrange to speak to office managers and ask permission to observe them at work
  • try to obtain work in an administration department of a large organisation


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