Sample Office Manager Job Description and Interview Questions

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Are you looking to hire and need the perfect office manager job description to attract top talent? Hiring is a long and expensive process, so it’s best to get it right the first time, which means bringing the best candidates into the interview process.

In this BusinessManagementDaily.com article, we cover:

  • Office Manager job description details.
  • Main responsibilities of an office manager.
  • Interview questions and comparison tools to hire the best office manager.

Office manager job description

Position: Administrative Officer

Wage scale: It’s a good idea to include a salary range for your position to prevent candidates from rejecting an offer later.

Reports to: Who will the office manager report to in your business?

job description

This position requires you to organize office operations and procedures in a timely manner and ensure qualified personnel capable of achieving the company’s objectives; develop company-wide policies and programs; and advising senior management on human resources issues. It also requires the ability to plan and implement office systems, layouts and equipment purchases.

Organized office operations and procedures quickly and secures qualified personnel capable of achieving the company’s objectives. Develops policies and programs for the entire company, including organizational development, employee relations, compensation, benefits, safety and health, recruitment, selection, orientation and training. Advises senior management on human resources issues.

Diplomas & skills

You must be competent to propose, publish and administer policies; serve as an EEO specialist; and conducting wage and salary surveys. You will also need expertise in tracking unemployment claims and assisting departments with appeals; monitor workers’ compensation claims and oversee company safety programs. You must also be comfortable carrying out multifaceted projects on a daily basis and have superior interpersonal skills.

As this is a management position, problem solving skills are a must as well as ad hoc time management skills. Part of the administrative staff, a business office manager will need a versatile skill set that involves everything from communication skills computer skills – this means that the office manager must be proficient personal skills(e.g. welcoming visitors, organizing meetings, etc.)

The desktop manager must also be sufficient with filing systems and word processing programs (Google docs, PowerPoint, Outlook, Excel, Microsoft Office, etc.)

Previous work experience preferred.

Education/Background

A bachelor’s degree or equivalent in the field of human resources is required, as well as specialized training or education in organizational planning, compensation and benefits, OSHA and federal labor law. Candidates with a high school diploma are considered unqualified for the position of office manager.

  • Bachelor’s degree or equivalent in the field of human resources is required
  • Specialized training or education in organizational planning, compensation and benefits, OSHA and federal labor law obligatory.
  • High energy level essential and must be comfortable carrying out multi-faceted projects on a daily basis.
  • Superior interpersonal skills required to function with diverse personalities.

Office manager responsibilities and duties

Below are approximations of the time you will spend performing the key functions of the position.

Percentage of employment Classification Duty
______ % Exempt Plans and implements office systems, layouts and equipment procurement.
______ % Exempt Proposes, publishes and administers policies, serves as an EEO specialist and maintains an affirmative action plan (if applicable).

______ %

Exempt Analyzes and promotes office efficiency.

______ %

Exempt Conducts wage and salary surveys.
______ % Exempt Monitors unemployment claims and assists departments with appeals.

______ %

Exempt Office budget.

______ %

Exempt Contact details evaluation of performances programs with an administrative assistant/other clerical staff.

______ %

Exempt Oversees the company’s security program.

______ %

Exempt Creates a pleasant work/office environment for employees.
______ % Exempt Keeps management informed by reviewing and analyzing special reports, identifying trends and summarizing information.

______ %

Exempt Improves the efficiency and effectiveness of office operations.
______ % Exempt Stores office supplies and maintains inventory of office supplies/office equipment.

______ %

Exempt Clarify office policies with employees.
______ % Exempt Monitors workers’ compensation claims.
______ % Exempt Schedule meetings and provide other similar office services (secretarial work).

______ %

Not exempt Processes all new hires and status change forms.

office manager interview questions

Once you’ve recruited great candidates, think about a few interview questions to get the best results for hiring an office manager. These questions will help you distill the traits or qualities you expect from your office manager using the answers given.

Use a 1-5 rating system to score candidate responses, and it’s also important to learn from your job seekers. For example, if you’ve never heard of a certain operating system or word processing software, it might be a good idea to research future development.

You can also require a cover letter from applicants. Here are some interview questions:

  • How would you define the position of office manager?
  • What do you think is the most critical role of an office manager?
  • How do you determine whether or not an employee is exempt under the Fair Labor Standards Act?
  • Company policy requires that any employee involved in a work-related accident be tested for drugs. A production worker who had a minor accident while driving a forklift refuses to take a doping test. What would you do?
    • The best answer to this problem is to know what has been done in similar cases. If the company has always required testing, under these circumstances there is no problem. If there is even one exception, the policy is probably worthless. An experienced office manager will always investigate before taking any action.
  • An employee comes to you with a complaint that her manager is sexually harassing her. How would you go about investigating the complaint?
  • An employee comes to you with a complaint that her manager is sexually harassing her. How would you go about investigating the complaint?
    • Investigating and educating are the best answers to questions about sexual harassment and gender or racial discrimination. Give candidates special points that include a review of company policies and additional supervisory training in their answers.
  • Describe what you did to improve office operations for your current employer.
  • Have you ever been involved in an unemployment claims appeal? What was the result?
  • What system of checks and balances do you use to ensure that the company’s affirmative action plan/evaluation of performances program/safety program operates fairly and legally?
  • Have you had experience with technological innovations in workplace management, such as video interviews or telecommuting?
  • What about hands-on experience with the Internet?

Summary of interview questions

Human Resources: Feel free to add additional questions to the list that may be specific to your operation.

Write an overall impression of the candidate and give them an average rating from 1 to 5 for a more in-depth comparison with other candidates.

You can also offer senior management three choices of recommendations:

  • To hire
  • Do not hire
  • Second interview

Follow the above formula to successfully hire office manager candidates. Remember to market yourself widely when posting jobs – the more online platforms you use for hiring, the better candidates you will get. We hope this helped you hire the perfect office manager.

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