Office managers make sure the business runs efficiently. This could include duties such as managing and supervising one or more administrative assistants. Office managers often do not need specialized education, but they do need several years of experience and specific skill sets. They need administrative and management competencies. The office manager role can vary greatly depending on the type of business, the specific needs of the executive manager and the types of software the business utilizes.

Start with the Outcome in Mind

The office manager job description needs to be comprehensive, detailed and up-to-date. The executive manager needs to identify and prioritize the skills, competencies and human qualities they are looking for in their office manager. The job description should be shared with candidates early in the hiring process, so people can opt out of the process if they see they can’t perform many of the duties or responsibilities (realistic job preview). The key performance indicators (KPI’s) for the position should be clarified and shared, so candidates can see how their performance will be evaluated. Time spent on the front side doing a detailed analysis of what the ideal candidate looks like will reduce hiring mistakes. Here are few examples to get started:

Software Skills

  • Accounting - Accounts Receivable, Bookkeeper, Business Documents, Cost Accounting, Financial Statements, Payroll, Taxes, Budgeting etc.
  • Microsoft Office – Word, Access, Excel, Powerpoint, Outlook, etc.
  • Business Software – Netsuite, Quickbooks, SAP, etc.

People Skills

  • Building Relationships Quickly and Easily
  • Gets Along with Others
  • Negotiates effectively
  • Displays Emotional Intelligence
  • Has the Ability to Inspire Trust

Management and Supervisory Skills

  • Effectively guides the work of others
  • Helps prioritize and organize the work of others
  • Holds others accountable for commitments

Top Personal Qualities Needed

  • Integrity
  • Adaptability/ Flexibility
  • Creativity
  • Proactivity
  • Critical Thinking
  • Multitasking
  • Approachability
  • Delegation
  • Decision-making
  • Detail-oriented
  • Managing Expectations
  • Stress Tolerance
  • Troubleshooting
  • Systems Thinking

Key Performance Indicators for Office Managers

Quality of work

  • Work is accurate and free of errors
  • Work is completed on time
  • Work is thorough and professional


  • Quantity of work is high
  • Time management is effective
  • Work is efficient and consistent


  • Delivers what they say they will do
  • Can be trusted with confidential or sensitive information
  • Trustworthy, dependable, and honest


  • Works well with others
  • Is accessible and available to others
  • Engages others to accomplish goals
  • Maintains good relationships with others

Problem solving and decision making

  • Streamlines office procedures in ways that increase efficiency
  • Sets priorities in advance and adjusts them as needed
  • Shows strong analytical skills when solving problems
  • Shows sound judgement in decision-making


  • Oral and written communications are clear and concise
  • Shows excellent active listening skills
  • Shows emotional intelligence

Contact us for assistance in developing your Talent Assessment Strategy USA for hiring your office manager.

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