Job description for an office manager

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Job description for an office manager. Full document

Occupational Safety and Health

Occupational Safety and Health / Job descriptions

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I. General Provisions

The office manager belongs to the category of the Company's specialists, whose main tasks are organizational and documentary support of management activities.
The office manager is appointed to the position and dismissed from it by order of the General Director of the Company.
The Office Manager reports directly to the General Director.
The office manager reports to the household manager, driver, courier and cleaner.
The office manager conducts personnel records management during the period of temporary absence (illness, vacation) of the head of the personnel department.
During the period of temporary absence (illness, vacation), the head of the personnel department replaces the office manager.
The office manager is guided in his activities by:

legislative acts of Ukraine;
The Articles of Association of the Company;
Regulations on the internal schedule of working hours;
Regulations on departments of the Company;
management orders;
regulatory and methodological materials for the organization of office work;
this Job Description.

Persons with higher, incomplete higher or secondary specialized education and work experience of at least 1 year in a similar position, with knowledge of office work, office equipment (fax, copier, scanner, printer), Microsoft Office programs, work culture and business ethics.
The office manager must know:

organizational structure and employees of the Company;
regulations, orders and internal procedures of the Company;
functions and tasks of the Company's divisions;
functional duties of employees of the administrative department of the Company;
their functional duties and rights;
their actions in emergency situations.

II. Official duties

Performs the functions of the Secretary of the Company:
Management documentation support:

acceptance of documents and personal applications for the signature of the General Director of the Company;
fixing the stamp of the official seal on contracts and orders;
work with orders, instructions: project preparation, execution, signing, approval, familiarization of the Company's employees, registration, accounting, storage, formation of cases;
work with incoming correspondence (letters, facsimile messages): reception, registration, transfer to the addressee, accounting, storage;
organizing the receipt of correspondence at legal, postal and actual addresses;
work with outgoing correspondence (letters, facsimile messages): registration, transfer, accounting, storage; execution of letters of the General Director and his deputies; sending urgent letters;
keeping and registration of the minutes of meetings and meetings;
execution of powers of attorney for receiving correspondence, parcels and other material values;
on behalf of the General Director and directors of departments, copying and duplicating work;
on behalf of the General Director and directors of departments, preparation of draft letters, requests and other documents relating to the activities of the Company as a whole;
on behalf of the General Director, printing official materials, entering information into the data bank;
formation of cases in accordance with the approved nomenclature, ensuring their safety and delivery to the archive.

Receiving telephone calls and, if necessary, transferring them to the employees to whom they are intended. Fixing the information received by phone for the General Director in his absence and bringing its content to his attention.
Preparation of meetings and meetings held by the General Director (notifying participants of the time and place of the meeting, agenda).
Organization of meeting of visitors and guests of the Company.
Ordering air and railway tickets, booking hotels.
Ensures the life of the office:

ordering water as needed;
ordering stationery quarterly;
subscription to periodicals;
registration of applications for payment of bills for the lease of premises and utility payments of landlords;
organization and control over compliance by the Company's employees with the safety instructions and work schedule established by the administration of the lessor company.

Coordinate and supervise the work of:

driver (acceptance of applications for a car and development of a schedule for the use of the Company's vehicles);
couriers;
cleaners.

The office manager, as a member of the labor collective, is obliged to:

conscientiously fulfill their labor duties, observe labor discipline, timely and accurately execute the orders of the administration and immediate supervisor, use all working hours for productive work;
fulfill production tasks and assignments in a quality and timely manner;
maintain cleanliness and order at their workplace, office and other premises, observe the established procedure for storing documents and material assets;
efficient use of personal computers, office equipment and other equipment, economical and efficient use of materials and energy, other material resources;
comply with the norms, rules and instructions for labor protection, industrial sanitation, fire safety rules;
not to use for speeches and publications in the media information obtained by virtue of official position, defined by special documents of the company, as a commercial (official) secret, the dissemination of which may harm the company or its employees.

III. Rights

The office manager has the right:

Receive information, including confidential information, to the extent necessary to solve the assigned tasks.
Require performers to finalize documents prepared in violation of the established rules for their preparation and execution.
Approval of documents of management activity within the framework of its competence.
Submit proposals to management to improve their work and the work of the Company.
Require management to create normal conditions for the performance of official duties and the safety of all documents generated as a result of the Company's activities.
Make decisions within their competence.
Apply incentives and impose penalties on employees who are subordinate to the office manager, after agreement with the General Director.

IV. A responsibility

The office manager is responsible for:

Failure to perform and / or fuzzy, untimely negligent performance of their duties.
Omissions resulting in material damage to the Company and/or damage to its image.
Preservation of documentation, disclosure of information classified as "Confidential" or "CT".
Ignoring the rights provided for in this manual.
Violation of the Rules of internal labor regulations, production and labor discipline.

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