Administration, Customer Service & Hospitality

Office Manager Job Description

An Office Manager coordinates workplace services, facilities, suppliers, safety, resources, and routines so people can work effectively in a well-run environment.

Define sites, headcount, workplace model, facilities support, budget, safety duties, and boundaries with HR, IT, and finance.

Use the template Prepare the intake meeting

Candidate-facing template

Edit the description for your organisation

Replace bracketed details, remove anything that is not genuinely required, and obtain the appropriate internal approval before advertising.

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Office Manager

Location
[Location or working arrangement]
Employment type
[Full-time or part-time]
Reports to
[Operations Director, People Director, or General Manager]

About the role

[Company name] is seeking an Office Manager for [site or sites]. You will coordinate workplace services and suppliers, maintain safe and welcoming facilities, manage approved budgets and records, and resolve daily issues with the right internal or external owner.

What you will be responsible for

  • Coordinate access, visitors, supplies, meeting rooms, mail, cleaning, maintenance, catering, and workplace requests.
  • Manage suppliers, orders, invoices, budgets, contracts, records, and service reviews within authority.
  • Support workplace safety, emergency, incident, ergonomic, event, relocation, and business-continuity arrangements.

What success looks like

  • Workplace services have clear standards, owners, escalation, and reliable records.
  • Facilities and access risks are identified and addressed before avoidable disruption.

Essential qualifications

  • Office, workplace, facilities, operations, hospitality, or service-management experience.
  • Strong supplier, budget, scheduling, communication, record, and problem-solving skills.
  • Awareness of local workplace safety, privacy, accessibility, security, and emergency requirements.

Preferred qualifications

  • Experience with [office scale, multi-site, relocation, event, lease, or hybrid model].
  • Relevant facilities, safety, first-aid, administration, or workplace qualification.

Tools and working knowledge

  • Workplace, visitor, access, room, and facilities systems
  • Procurement, expense, invoice, contract, and asset tools
  • Calendar, task, incident, communication, and document platforms

Compensation: [Add approved range, currency, overtime, event or emergency cover, benefits, and location basis.]

[Company name] will discuss reasonable adjustments and expects the Office Manager to support an accessible workplace.

How to apply

Apply through [method] with a workplace problem showing suppliers, priorities, cost, safety, and outcome.

Performance expectations

What good performance looks like

Use these outcomes to replace vague activity lists with the evidence the hiring manager expects to see after the person joins.

Workplace requests are resolved through defined ownership and service expectations.

Supplier and facilities costs have supporting need, approval, delivery, and review evidence.

Hiring-manager intake

Questions to settle before advertising

Record specific answers so sourcing, screening, and interview decisions use the same definition of the role.

  1. 1

    Which sites, headcount, hours, visitors, suppliers, budgets, and workplace services are included?

  2. 2

    Who owns HR cases, IT support, security, landlord issues, procurement, health and safety, and events?

  3. 3

    What opening, closing, emergency, weekend, travel, lifting, and on-site expectations apply?

Evaluation criteria

Evidence to use in a Office Manager scorecard

Agree the criteria before interviews begin, then score examples against the same evidence standard.

Workplace judgement
Balances safety, employee need, service, cost, access, urgency, and ownership.
Acts as the default owner for every problem without establishing the right process.
Supplier control
Defines scope, service, approval, evidence, review, issue, and renewal.
Renews familiar suppliers without checking need, performance, or terms.

Structured interview

Office Manager interview questions and strong signals

Ask the same core questions in the same order, then use follow-ups to understand the candidate’s individual contribution.

1

Tell me about a facilities problem that disrupted the office.

Strong answer signal

Shows immediate safety, continuity, supplier action, communication, cost, and prevention.

2

How do you prioritise employee workplace requests?

Strong answer signal

Uses accessibility, safety, impact, urgency, fairness, feasibility, cost, and communication.

Related titles

Check the scope behind the title

Workplace Manager — often has broader experience, culture, and hybrid-work ownership.
Facilities Coordinator — usually focuses more on building services and supplier administration.

Common hiring mistakes

Problems to remove before publishing

Combining office management, HR, IT, finance, executive support, and facilities leadership without support.

Omitting opening, closing, emergency, event, and on-site requirements.

Continue the hiring workflow

Related roles and recruiter resources

Related job descriptions

Executive Assistant Administrative Assistant Receptionist

Helpful recruiter resources

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Source and review notes

How this template was prepared

Language
International English
Prepared by
ATZ CRM Editorial Team
Review
ATZ CRM Recruitment Editorial Review
Last reviewed
2026-08-05

O*NET: Administrative Services Managers

Reference for occupation tasks, knowledge, skills, abilities, and work activities.

ESCO: occupations and skills

Reference for internationally recognised occupation and skills terminology.

Qualifications, compensation, licences, working conditions, and equal-opportunity wording must be checked for the role and location before use.

Recruiter questions

Office Manager job description FAQs

What should an Office Manager job description include?

State sites, headcount, workplace services, suppliers, budget, safety, access, events, boundaries, hours, systems, and outcomes.

Is an Office Manager responsible for HR?

Not automatically. State any onboarding or people administration and keep confidential employee cases with authorised HR owners.