The office manager profession, which first appeared in the United States around ten years ago, is still not very clear to many French companies. Frequently confused with the position of executive assistant, it nevertheless adopts a much more strategic positioning. To understand what an office manager can really do for your company, find out more about their role and the different tasks they can take on.
Office Manager: a versatile, evolving profession
Office managers are more common in small and medium-sized companies than in larger structures. Generally speaking, they are responsible for the smooth running of the company, and act as the manager’s right-hand man. His or her work enables the manager to increase efficiency and benefit from his or her outside vision.
If the boundary with the job of executive assistant is often blurred, it’s because the two positions share similar missions, particularly at administrative level. However, responsibilities can vary according to company size and structure. The office manager’s position becomes flexible according to the company’s real needs. They may be called upon to manage entire projects, or adopt a more strategic position with senior management.
The working conditions and tasks of an office manager are many and varied. This is why versatility and flexibility are essential qualities for success in this type of job. In fact, an office manager can support a company either face-to-face or remotely. They can also be hired as permanent employees or asfreelance office managers. This choice mainly depends on the number of assignments to be carried out and their recurrence.
Administrative support: the office manager’s main mission
Generally speaking, an office manager oversees the company’s day-to-day administrative tasks. They provide support with day-to-day tasks such as mail, e-mail and diary management, as well as organizing meetings. Most of the time, an office manager’s job description also includes managing the company’s general services.
In addition, this valuable employee can take on pre-accounting tasks. This involves checking customer and supplier invoices, processing expense claims, scheduling payments, etc. They work in close collaboration with the company’s chartered accountant to ensure that accounting documents are in order.
In addition, the Office Manager acts as an intermediary between the various departments, as well as with the management teams. He or she ensures that information is communicated effectively both internally and to external players (suppliers and service providers).
Project management at the heart of the office manager’s job
In addition to administrative tasks, the office manager can also contribute his or her expertise in project management. With a more global vision, he or she can take on more responsibilities and lead projects such as :
- human resources management: coordinating job interviews, integrating new employees, managing HR files;
- budget and finance monitoring: keeping financial records, monitoring performance indicators, helping to draw up budgets;
- external and digital communication: management of a website redesign, coordination of external service providers, management of digital strategy deployment;
- organizing events such as seminars, team-buildings and business trips.
Office management, a role with a strategic dimension
In some companies, the Office Manager works alongside the management team, helping to bring about profound changes within the company. Depending on his or her expertise, he or she can help structuresevolve their processes and structure.
In particular, they can take part in the digitization of company tools. Thanks to their experience, office managers can suggest and help set up project management tools, videoconferencing systems, digital administrative platforms and more.
Among the office manager’s tasks, a qualified member of staff can also support the company in its certification procedures. For a training organization, he or she ensures that processes comply with the Qualiopi label. They prepare for the various quality audits. He or she also guides the company inimproving its CSR approach.
Finally, the role of office manager is often coupled with that of Chief Happiness Officer. As the guarantor of employees’ well-being at work, he or she participates in restructuring projects to improve staff productivity.
Although a relatively recent phenomenon, the role of office manager is becoming increasingly important in French companies. As well as supporting the day-to-day running of the company, office managers also help small and medium-sized businesses to structure and develop their strategy.
Need strategic support? In addition to providing a flexible way of working, calling on a freelance office manager allows you to benefit from an outside view and his wealth of experience within several structures. Take a look at our services and call on Digital Agency’s expertise for all your projects!
