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As modern technology and an increased volume of business communications become a normal part of daily business, offices are becoming more complicated places in which to work. By directing and coordinating the activities of clerks and other office workers, office administrators are an integral part of an effective organization.
The day-to-day work of office administrators, also known as office managers and administrative services managers, involves organizing and overseeing many different activities. Although specific duties vary with the type and size of the particular office, all supervisors and managers have several basic job responsibilities. The primary responsibility of the office administrator is to run the office; that is, whatever the nature of the office's business, the office administrator must see to it that all workers have what they need to do their work.
Office administrators are usually responsible for interviewing prospective employees and making recommendations on hiring. They train new workers, explain office policies, and explain performance criteria. Office administrators also delegate work responsibilities. This requires a keen understanding of the strengths and weaknesses of each worker, as well as the ability to determine what needs to be done and when it must be completed. For example, if a supervisor knows that one worker is especially good at filing business correspondence, that person will probably be assigned important filing tasks. Office administrators often know how to do many of the tasks done by their subordinates and assist or relieve them whenever necessary.
Office administrators not only train clerical workers and assign them job duties but also recommend increases in salaries, promote workers when approved, and occasionally fire them. Therefore, they must carefully observe clerical workers performing their jobs (whether answering the telephones, opening and sorting mail, or inputting computer data) and make positive suggestions for any necessary improvements. Managers who can communicate effectively, both verbally and in writing, will be better able to carry out this kind of work. Motivating employees to do their best work is another important component of an office administrator's responsibilities.
Office administrators must be very good at human relations. Differences of opinion and personality clashes among employees are inevitable in almost any office, and the administrator must be able to deal with grievances and restore good feelings among the staff. Office administrators meet regularly with their staff, alone and in groups, to discuss and solve any problems that might affect people's job performance.
Planning is a vital and time-consuming portion of the job responsibilities of office administrators. Not only do they plan the work of subordinates, they also assist in planning current and future office space needs, work schedules, and the types of office equipment and supplies that need to be purchased.
Office administrators must always keep their superiors informed as to the overall situation in the clerical area. If there is a delay on an important project, for example, upper management must know the cause and the steps being taken to expedite the matter.
Facility managers oversee buildings, grounds, equipment, and supplies. Their duties include overseeing operations and maintenance, planning and managing projects, and dealing with environmental factors.