Job description

Office Manager

   This instruction is based on the Order of the Minister of Labor and Social Protection of the Population of the Republic of Kazakhstan dated December 30, 2020 No. 553. Registered with the Ministry of Justice of the Republic of Kazakhstan on December 31, 2020 No. 22003. On approval of the Qualification Directory of positions of managers, specialists and other employees in accordance with the requirements of the Code of the Republic of Kazakhstan dated November 23, 2015 No. 414-V SAM., and is applied as an appendix to the employment contract.  

 Job responsibilities:

     provides preparation and organization of office work;

     manages the organization of office staff workplaces;

     organizes an inspection of office equipment (computers, fax machines, telephones, copiers) to determine operational readiness;

      checks the sanitary working conditions in the office premises (lighting, ventilation and temperature conditions);

      organizes the preparation of documents, materials, and information necessary for the start of the office and the current solution of tasks assigned to the office staff;

      provides office workers with business cards (badges);

      manages office staff (secretaries, assistants, translators, couriers, drivers), distributes responsibilities among them, informs employees of the decisions made, determines the degree of quality of the work they perform, develops standards for the quality of work and criteria for evaluating the quality of work, analyzes the effectiveness of work, monitors the implementation of decisions.;

      performs the work of secretaries in conducting telephone conversations (receiving incoming calls, managing outgoing calls, forwarding calls, receiving and sending telephone messages);

      supervises the speech culture of the secretaries;

     submits proposals for improving the work of the office and the organization as a whole for consideration by the head of the organization.;

      Monitors office staff's compliance with established standards of clothing and office appearance.;

      develops and maintains a budget for office expenses;

      organizes the provision of office supplies, supplies and other inventory items necessary for the office (analyzes and determines the needs for logistical support and maintenance of the office, makes plans for stationery, supplies, checks the availability of stationery and supplies, analyzes offers, price structure, discount systems, ensures the placement of an order from suppliers, concludes contracts);

      determines the procedure for obtaining inventory, issues power of attorney, organizes payments for delivered stationery, supplies and other inventory needed in the office, draws up payment documents;

      organizes the acceptance and accounting of stationery, supplies and other inventory items;

      provides storage of stationery, supplies and other inventory items necessary for office work, organizes accounting and delivery of items and tools to office workers;

      appoints employees who are financially responsible for the inventory transferred to them for the performance of work assignments, determines the schemes of their transfer from one financially responsible person to another person.;

      organizes the use of office office equipment (computers, printers, fax machines, telephones, mini-automatic telephone exchange, copiers, voice recorders), monitors the proper condition of office equipment and communications, and calls specialists to carry out repairs and other types of maintenance when detecting malfunctions of office equipment and other equipment.;

      organizes meetings, receptions, registration and necessary services for visitors, guests, delegations, clients, partners, reception of business cards, analysis of their contents, their storage, logistical support for negotiations, presentations, meetings, conferences, seminars and other events;

      organizes and conducts business negotiations (plans business meetings, determines the line of business negotiations, manages negotiations in compliance with etiquette and protocol, organizes documentation of negotiations, analyzes the results of a business meeting);

      coordinates office work (registration, processing, storage and retrieval of documentation in accordance with office management standards), organizes office document management, conducts business correspondence;

      carries out an inventory of the office's facilities;

      monitors the work discipline of office staff (draws up office work schedules, monitors compliance with them, keeps records of violations, analyzes the causes of violations and takes measures to prevent violations of office work schedules and labor discipline);

      develops and implements systems of motivation and disciplinary responsibility of office workers, monitors the implementation of a system of financial and moral incentives for office workers;

      Provides office staff with assistance in resolving problems that arise during work, and takes measures to prevent conflict situations.;

      monitors the execution of orders and orders of the management;

     coordinates the completion of office work and preparations for a new working day (putting workplaces in order, turning off office equipment, including lighting, activating security alarm systems).

Must know:

     laws and other regulatory legal acts regulating economic and financial activities and other issues related to the social and domestic development of the organization;

      office design and principles of its zoning;

      principles of selection and placement of office staff;

      principles of office personnel management;

     methods of strategic and tactical planning;

      principles of control and methods of control measures;

      principles of building the organizational structure of the office, the scope of activity and types of responsibilities of office workers;

     motivational methods and motivational strategies;

     fundamentals of documentation management and record keeping;

     software basics;

      features of the compilation, varieties and structure of the document text;

     office supply management methods;

      legal requirements for business contracts and the procedure for their conclusion;

     fundamentals of economics and accounting, business etiquette;

     technical equipment of the office, the order of use of office equipment;

     organization of production, labor and management;

     labor legislation, internal labor regulations, occupational safety and health, industrial sanitation, fire safety requirements.

Qualification requirements:

     higher (or postgraduate) education in the relevant field of personnel training, additional training (courses, classes) in the field of "Office Manager", administrative work experience and work experience in the specialty for at least 2 years.

 

I have read the instructions:

_______________/__________________________

                     (signature, full name, date)

                                               "___"__________ 20___ G.

 

 

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