Use this as a neutral starting point for an office manager job description — adapt every line to your own company, team and market. For the writing principles, see how to write job descriptions; for the underlying structure, the job description template.
Role overview
The role flexes with company size. In a small firm it can include bookkeeping support, HR administration and event planning; in a larger one it is more focused. Spelling out the real responsibilities avoids the "everything and the kitchen sink" job ad.
What an office manager typically does
Much of the work is anticipatory: making sure the space, tools and routines are ready before anyone notices they were not. Office managers coordinate suppliers, manage the office budget for supplies and services, support onboarding logistics for new hires, and solve the small daily problems that would otherwise distract the team.
Key responsibilities
- Keep the office space, supplies and equipment stocked and working
- Coordinate vendors and service providers (cleaning, IT, maintenance, catering)
- Manage the office budget for supplies and everyday services
- Support scheduling, meetings and travel where needed
- Help with onboarding logistics for new starters (desk, access, equipment)
- Be a first point of contact for visitors and everyday queries
- Maintain simple records and keep shared spaces organised
Day-to-day activities
- Checking supplies and placing or receiving orders
- Coordinating with building services or external vendors
- Helping a new hire get set up on their first day
- Booking meeting rooms, travel or catering
- Handling deliveries, post and visitor arrivals
- Keeping shared documents, calendars and spaces tidy
Required and preferred skills
Required skills
- Strong organisation and attention to detail
- Friendly, professional communication with everyone
- Reliability and the ability to juggle small competing tasks
- Comfort with everyday office and scheduling software
- Discretion when handling sensitive information
Preferred skills
- Experience coordinating vendors or managing a small budget
- Basic bookkeeping or HR-administration familiarity (for smaller firms)
- Event or travel coordination experience
- Familiarity with your specific tools (e.g. calendar, expenses, access systems)
Education and experience considerations
Office management does not usually require a specific degree. Employers tend to look for proven organisation, dependability and good interpersonal skills, often evidenced by previous administrative or coordination roles.
In smaller organisations the role can stretch into bookkeeping, HR admin or events; in larger ones it is narrower. Describe the actual breadth so candidates know whether it is a focused or a wide-ranging job, and keep "nice-to-have" extras out of the essentials.
Example job description template
A generic, editable structure — not tied to any company. Replace every bracketed placeholder.
Hiring an office manager?
Plan the role before you post it. Start from a neutral structure and a free, printable employee onboarding checklist — no signup, no gating.
Common hiring mistakes
- Turning the ad into an endless list so it reads as five jobs for one salary
- Hiding that the role includes bookkeeping or HR admin until after hiring
- Underestimating the role’s value and pricing or describing it dismissively
- Requiring niche software experience that is quick to learn
- Failing to clarify whether it is on-site full time, which is usually essential
Interview considerations
- Ask how the candidate would organise a chaotic week with several competing small tasks.
- Use a real scenario — a key vendor fails on a busy day — to see calm problem-solving.
- Check discretion by exploring how they handle sensitive information.
- Score consistently against the same criteria for fairness.
For ready-made questions and a way to compare candidates fairly, use the interview question bank and the hiring scorecard guide.