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Office Manager Job Description Template

A ready to edit office manager job description that covers the office itself, the budget and the people who rely on it. Copy it, fill in the brackets, or have HRStak draft one for your company.

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Quick answer. An office manager job description works when it says how big the office is, which budgets the person owns and how much HR and bookkeeping sits inside the job. In a small company the office manager often runs payroll inputs, onboarding paperwork and vendor bills as well as the building. The template below names those pieces and leaves pay, hours and headcount in brackets, because only you know them.

§01 Template

The office manager job description, ready to edit.

Copy the text, then fill in each highlighted bracket. A bracket marks a blank only you can fill, such as the pay, the hours or who the role reports to.

Want a version written for your company? Draft it in the free generator, prefilled with this role.

Template

Office Manager

About the role

[Company name] is hiring an Office Manager to run our [city] office of about [number] people. You will keep the office, the supplies and the vendors in order, own the office budget and handle the administrative side of hiring and onboarding. You will report to [manager title] and be the first person staff come to when something in the office needs fixing.

Responsibilities

Run the day to day office: supplies, mail, equipment, keys and the shared spaces.
Own the office budget of about [annual amount], track spending and flag overruns early.
Manage vendors and contracts for [services such as cleaning, internet, catering or the lease], and get quotes before renewals.
Prepare new hire paperwork, set up desks and accounts, and run the first day schedule.
Collect timesheets and payroll inputs and send them to [payroll provider or bookkeeper] by the deadline.
Keep employee files, contact lists and the office handbook current.
Plan team events, visitor arrangements and travel for [who you support].
Be the contact for the landlord, building security and repairs, and keep a log of open issues.

Requirements

[Number] or more years of office management or senior administrative experience.
Experience owning a budget and paying vendor invoices on time.
Working knowledge of [accounting or expense tool] and [calendar and email system].
Clear, friendly writing for announcements, reminders and vendor email.
Discretion with salary, personnel and financial information.
The judgment to sort what needs doing today from what can wait.

Nice to have

Experience with HR administration such as onboarding, benefits enrollment or leave tracking.
Light bookkeeping, such as coding invoices or reconciling a company card.
Experience running an office move, renovation or new lease.
Familiarity with [HR, payroll or facilities system you use].

Pay, schedule and benefits

Hours: [days and hours, onsite, hybrid or remote]. Pay: [pay range or rate]. Benefits: [short summary]. Equal opportunity statement: [use the wording your HR or legal advisor provides].

§02 Make it yours

Three decisions that make this posting specific to you.

Say how much HR is in the job

In many small companies the office manager is also the HR administrator. If the person will handle onboarding, leave records or benefits questions, list it. Candidates who enjoy that work will apply, and the ones who do not will save you an interview.

Name the budget and the spend authority

"Manages the office budget" can mean ordering coffee or signing a lease. State the rough size and what the person can approve alone, such as purchases up to [amount].

Be clear about coverage

Someone usually has to open the office, take deliveries and be there when the internet goes down. Say which hours need someone present, and whether the role covers more than one site.

§03 Levels

How the office manager posting changes by level.

Adjust the template for the level you are hiring. These are common patterns, so match them to how your own team defines each level.

Level	Common titles	What changes in the posting
Entry	Office Coordinator, Office Administrator	Runs supplies, mail, front desk cover and scheduling. Spending and vendor choices go to a manager for approval.
Mid	Office Manager	Owns the office budget, vendors and onboarding logistics. Makes routine decisions alone and reports on spend.
Senior	Senior Office Manager, Office and Facilities Manager, Operations Manager	Covers several sites or a larger headcount, often supervises admin staff, and handles leases, moves and larger contracts.

§04 Mistakes

Mistakes to cut from an office manager posting.

Hiding the HR and bookkeeping work

If a third of the week is payroll inputs and invoices, say so. A posting that reads like a front desk job brings in people who leave when the real work shows up.

Listing every possible task

Twenty bullets from supplies to strategy make the job look impossible. Keep the eight duties that take most of the week and drop the rest.

Asking for a degree out of habit

Strong office managers often come up through admin and front desk roles. Ask for a degree only if the work needs it, and say "or equivalent experience" if that is true.

§05 Questions

Frequently asked questions.

What does an office manager do?

An office manager keeps a workplace running: supplies, vendors, equipment, the office budget and the admin side of hiring and onboarding. In a small company the role often includes payroll inputs, employee files and light bookkeeping too.

What is the difference between an office manager and an administrative assistant?

An administrative assistant usually supports specific people with calendars, documents and travel. An office manager runs the office as a whole, owns a budget and vendors, and may supervise assistants or a receptionist.

What skills should I ask for in an office manager?

Budget tracking, vendor management, clear writing and discretion with personal and financial information. Add the specific tools your office uses, such as your accounting or HR system, so candidates can judge their fit.

Should the posting include pay?

Candidates look for it first, and some places have rules about posting pay ranges. Check the rules where you hire, and put the range in the bracketed pay field of the template.

§06 Next

Draft yours, or keep browsing.

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