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Office manager job description template
The Office Manager organizes and administers daily workplace operations for [ORGANIZATION_NAME], ensuring an efficient, productive, and safe physical and administrative environment. A free, ready-to-edit job description for Canadian employers: duties, qualifications, skills, working conditions and performance measures.
How to use it: fill in the [HIGHLIGHTED] blanks, delete duties that don't fit your business, and add the pay range. The "What to fill in" table at the end explains each blank.
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Table 1: Position Identification
| Field | Value |
|---|---|
| Job title | Office Manager |
| Reports to | [REPORTS_TO_TITLE] |
| Direct reports | [DIRECT_REPORTS_LIST] |
| Employment type | [EMPLOYMENT_TYPE] |
| Work schedule | [WORK_SCHEDULE] |
| Location | [WORK_LOCATION], [PROVINCE] |
| Overtime eligibility | [OVERTIME_ELIGIBILITY] |
| NOC code | [NOC_CODE] |
| Salary range | [SALARY_RANGE_MIN] to [SALARY_RANGE_MAX] |
| Effective date | [EFFECTIVE_DATE] |
| Last reviewed | [LAST_REVIEWED_DATE] |
1. Position Summary
The Office Manager organizes and administers daily workplace operations for [ORGANIZATION_NAME], ensuring an efficient, productive, and safe physical and administrative environment. Reporting directly to [REPORTS_TO_TITLE], this role coordinates administrative systems, facilities maintenance, vendor relationships, basic bookkeeping intake, internal communications, and local human resources administrative support.
The position serves as the primary operational coordinator for employees, visitors, contractors, and building management, resolving day-to-day administrative challenges with high discretion and practical problem-solving. Success in this role ensures that organizational infrastructure runs smoothly, supply chains remain uninterrupted, operating records are organized, and leadership remains free to focus on core business operations.
2. Key Responsibilities
Table 2: Key Accountability Breakdown
| Accountability Area | Allocation (%) | Primary Responsibilities and Outcomes |
|---|---|---|
| Office Operations & Facility Coordination | 20% | • Maintain physical workspace standards, cleanliness, layout, and office equipment readiness across all work areas. • Serve as the primary point of contact for property management, janitorial staff, building security, and trade contractors. • Coordinate facility repairs, maintenance tickets, and workstation adjustments within approved operational budgets. |
| Vendor Management & Procurement | 15% | • Manage purchasing, inventory tracking, and replenishment of office, kitchen, and first-aid supplies to prevent operational shortages. • Evaluate vendor performance, reconcile supply deliveries against orders, and address order discrepancies promptly. • Source and compare supplier quotes to recommend cost-effective purchasing decisions for business equipment and consumables. |
| Financial Administration Support | 15% | • Receive, review, code, and route incoming invoices to [OWNER_OR_MANAGER] for approval. • Prepare customer billings, bank deposits, and credit card expense reconciliations within [PAYROLL_SYSTEM] or accounting software. • Track utility, subscription, and service contract renewal dates to prevent service lapses and avoid unauthorized renewals. |
| Human Resources & Onboarding Support | 15% | • Assemble onboarding packages, set up physical workstations, and coordinate IT access for new hires in alignment with organizational standards. • Maintain secure, confidential employee personnel files and tracking logs in [HRIS_NAME] or designated secure storage. • Track employee leaves, attendance records, and basic training documentation for transmission to the external bookkeeper or payroll administrator. |
| Health, Safety, & Compliance Administration | 10% | • Maintain workplace health, safety, and first-aid supplies in compliance with jurisdictional occupational health and safety requirements. • Conduct scheduled monthly workplace inspections, record identified hazards, and assign remediation items to [OWNER_OR_MANAGER]. • Coordinate emergency response plans, maintain up-to-date emergency contact lists, and log fire drill records. |
| Document Management & Communications | 10% | • Process, distribute, and track incoming and outgoing physical mail, courier packages, and general operational email inquiries. • Organize, index, and archive physical and digital business records in accordance with [RETENTION_PERIOD] standards. • Draft general administrative notices, staff meeting agendas, and operational memos for internal distribution. |
| Executive & Administrative Assistance | 10% | • Manage meeting room bookings, coordinate meeting logistics, and organize catering for internal and client events. • Coordinate travel bookings, itineraries, and expense submissions for designated management personnel. • Format operational reports, spreadsheets, presentations, and correspondence for [OWNER_OR_MANAGER]. |
| Information Systems & Equipment Support | 5% | • Maintain the office asset register for computers, mobile devices, security fobs, and office keys. • Provide front-line coordination for external IT service providers regarding software licensing, printer maintenance, and network connectivity issues. • Oversee user access provisioning and de-provisioning for office physical security systems under management direction. |
3. Qualifications & Experience
Table 3: Role Qualifications Matrix
| Qualification Category | Required Criteria | Preferred Criteria |
|---|---|---|
| Education & Training | • Secondary school diploma (Grade 12 or equivalent). • Formal post-secondary coursework or diploma in business administration, office administration, or related field. |
• Post-secondary diploma or bachelor's degree in Business Administration, Operations Management, or Human Resources Management. |
| Experience | • Minimum [MINIMUM_EXPERIENCE_YEARS] years of progressive administrative, office coordination, or office management experience in a fast-paced business setting. • Demonstrated experience handling accounts payable intake, purchasing, or basic bookkeeping routines. |
• Experience managing workplace moves, lease renewals, or office fit-outs in a small-to-medium enterprise (5–75 employees). • Experience supporting human resources records and new hire onboarding workflows. |
| Technical & Software Skills | • Proficiency with modern office productivity suites (word processing, spreadsheets, email, and presentation tools). • Experience operating cloud-based file management systems and scheduling calendars. • Practical competence using standard office equipment, multi-line phone systems, and videoconferencing platforms. |
• Practical experience using [HRIS_NAME] or standard small-business accounting platforms. • Working knowledge of task tracking and project coordination tools. |
| Credentials & Licences | • Valid Emergency First Aid with CPR/AED certificate (or willingness to complete within [N_BUSINESS_DAYS] of hire). | • Certified Administrative Professional (CAP) or equivalent administrative certification. • Workplace Hazardous Materials Information System (WHMIS) certificate. |
| Language & Communication | • Fluent English verbal and written communication skills (business professional proficiency). | • Bilingual proficiency (English and French) where required for regional operational support. |
4. Competencies
Table 4: Core Behavioural and Functional Competencies
| Competency | Operational Definition | Behavioural Indicators |
|---|---|---|
| Operational Organization | Establishes efficient administrative routines, manages competing priorities, and maintains orderly physical and digital workplaces. | • Prioritizes incoming requests systematically to avoid operational bottlenecks. • Implements predictable tracking systems for inventory, files, and vendor tasks. • Anticipates operational needs well ahead of deadlines and inventory depletion. |
| Service Orientation | Responds to internal and external workplace requests with responsiveness, professionalism, and practical solutions. | • Greets visitors, callers, and team members with courtesy and helpfulness. • Resolves workplace concerns promptly or escalates them to the correct decision-maker. • Gathers feedback from employees to improve daily office functionality. |
| Resourcefulness & Problem-Solving | Identifies practical, low-friction solutions to daily operational disruptions using available resources. | • Troubleshoots basic office equipment and IT connection issues before calling external support. • Identifies alternative vendors or delivery options during supply shortages. • Recommends process improvements to reduce recurring administrative bottlenecks. |
| Discretion & Confidentiality | Protects sensitive organizational, employee, client, and financial information in accordance with privacy practices. | • Secures physical personnel records, payroll slips, and keys in locked cabinets. • Exercises strict confidentiality during conversations involving personnel or financial data. • Controls visitor access to confidential working areas and document storage. |
| Financial Accuracy | Exercises attention to detail in financial record-keeping, invoice reconciliation, and inventory purchasing. | • Cross-references supplier invoices against purchase receipts and packing slips before submission. • Flags billing discrepancies, duplicate charges, or unrecognized fees immediately. • Balances petty cash funds and expense reports with accurate mathematical verification. |
| Inclusive Workplace Practices | Contributes to an accessible, respectful, and barrier-free workplace environment. | • Supports workplace accommodation arrangements and ergonomic setups with sensitivity. • Treats all employees, suppliers, and visitors equitably and professionally. • Identifies and reports physical access barriers within the office environment. |
5. Working Conditions & Performance Measures
5.1 Working Conditions and Physical Demands
The physical and environmental demands described below represent those required to perform the essential functions of this role successfully. Reasonable accommodation will be provided to enable qualified individuals with disabilities or medical needs to perform essential functions in accordance with applicable human rights legislation.
Table 5: Physical and Environmental Demands
| Demand Category | Frequency | Operational Description |
|---|---|---|
| Sitting / Static Posture | Frequent (34%–66% of day) | Sitting at a desk operating a computer, workstation, and phone for administrative tasks. |
| Standing / Walking | Frequent (34%–66% of day) | Moving throughout the office facility to inspect rooms, stock supplies, receive couriers, and coordinate with staff. |
| Lifting / Carrying | Occasional (11%–33% of day) | Lifting, carrying, and moving supply boxes, paper cartons, and incoming packages up to [MAX_LIFT_WEIGHT_KG] kg. |
| Bending / Reaching | Occasional (11%–33% of day) | Reaching high shelves, bending to access low storage cabinets, and organizing supply closets. |
| Visual / Screen Strain | Frequent (34%–66% of day) | Reading electronic documents, spreadsheets, data entry screens, and physical delivery manifests. |
| Environmental Conditions | Continuous (67%–100% of day) | Standard temperature-controlled indoor office environment with moderate background noise (conversations, printers, phone systems). |
| Personal Protective Equipment | Rare (1%–10% of day) | [REQUIRED_PPE] required only when handling cleaning chemicals or accessing designated utility/storage areas. |
| Travel Requirements | Rare (1%–10% of day) | Local travel for post office runs, urgent bank deposits, or local office supply pickup. |
| Overtime / On-Call | Rare (1%–10% of day) | Occasional early morning or evening attendance required for after-hours facility maintenance or office events. |
5.2 Performance Measures
Table 6: Key Performance Indicators
| Performance Measure | Definition | Target Standard | Evaluation Frequency |
|---|---|---|---|
| Supply Availability | Maintenance of essential workplace consumables, kitchen stock, and printer supplies without stockouts. | Zero unplanned stockouts of primary office consumables and emergency supplies. | Monthly review |
| Invoice Processing Timeliness | Time elapsed between receipt of an external vendor invoice and transmission to [OWNER_OR_MANAGER] with matched packing slip. | 100% of verified invoices processed and routed within [N_BUSINESS_DAYS] business days. | Monthly review |
| Onboarding File Completion | Accuracy and completeness of new employee administrative files and workstation setups prior to start date. | 100% compliance with new hire onboarding documentation checklists before day one. | Per hire / Quarterly review |
| Facility Maintenance Resolution | Timeliness of addressing, logging, and coordinating resolution for internal maintenance and facility requests. | Initial response within 4 business hours; resolution or contractor dispatch within 24 business hours. | Quarterly review |
| Workplace Safety Inspections | Regular execution and documentation of monthly physical workplace safety and first-aid audits. | 12 completed, logged safety checklists per calendar year with remediation notes. | Monthly / Annual review |
5.3 Career Path
Table 7: Typical Career Trajectory
| Career Stage | Typical Roles |
|---|---|
| Typical Prior Roles | • Administrative Assistant • Receptionist / Front Desk Coordinator • Customer Service Representative • Executive Assistant |
| Typical Next Roles | • Operations Coordinator / Operations Manager • Facilities Manager • Human Resources Coordinator / HR Generalist • Executive Operations Manager |
5.4 Position Acknowledgement
This job description represents an overview of the core accountabilities, qualifications, and operational requirements of the Office Manager position. It is not an exhaustive list of all duties, responsibilities, or working conditions. Operational needs may require changes to duties, task allocations, and working arrangements. Management reserves the right to amend this document with reasonable notice.
Table 8: Document Sign-Off
| Role | Name | Signature | Date |
|---|---|---|---|
| Incumbent Employee | [EMPLOYEE_NAME] | _________ | [EFFECTIVE_DATE] |
| Managing Supervisor | [MANAGER_NAME] | _________ | [EFFECTIVE_DATE] |
What to fill in
| Placeholder | What to enter | Who provides it | Required? |
|---|---|---|---|
[DIRECT_REPORTS_LIST] |
Titles of any reporting staff (e.g., Receptionist, Cleaner) or "None" | Hiring Manager | Yes |
[EFFECTIVE_DATE] |
Date this job description goes into effect (format: DD-MMM-YYYY) | HR / Owner | Yes |
[EMPLOYEE_NAME] |
Full legal name of the incumbent employee | Incumbent / HR | Yes |
[EMPLOYMENT_TYPE] |
Nature of employment (e.g., Full-Time Permanent, Part-Time) | Hiring Manager | Yes |
[HRIS_NAME] |
Name of the HR software used (or "HR File System") | HR / Owner | Yes |
[LAST_REVIEWED_DATE] |
Date this description was last audited (format: DD-MMM-YYYY) | HR / Owner | Yes |
[MANAGER_NAME] |
Full name of the direct supervisor | Hiring Manager | Yes |
[MAX_LIFT_WEIGHT_KG] |
Maximum weight the employee is expected to lift (e.g., 15) | Safety / HR | Yes |
[MINIMUM_EXPERIENCE_YEARS] |
Number of required years of experience (e.g., 2, 3, or 5) | Hiring Manager | Yes |
[N_BUSINESS_DAYS] |
Standard number of business days allowed for routine processing | HR / Owner | Yes |
[NOC_CODE] |
National Occupational Classification code (e.g., 13100) | Recruiter / HR | Yes |
[ORGANIZATION_NAME] |
Common operating name of the business | HR / Owner | Yes |
[OVERTIME_ELIGIBILITY] |
Overtime status under [PROVINCE] employment standards (e.g., Eligible, or Not eligible under a managerial or other exclusion) | HR / Legal | Yes |
[PAYROLL_SYSTEM] |
Name of bookkeeping/payroll software used | Bookkeeper / HR | Yes |
[PROVINCE] |
Canadian province or territory where the workplace is located | HR / Owner | Yes |
[REPORTS_TO_TITLE] |
Exact job title of this role's direct supervisor | Hiring Manager | Yes |
[REQUIRED_PPE] |
Specific PPE required for storage/hazard work (or "None") | Safety / HR | Yes |
[RETENTION_PERIOD] |
Standard document retention timeframe (e.g., 7 years) | HR / Owner | Yes |
[SALARY_RANGE_MAX] |
Top end of the base salary range | Hiring Manager | Yes |
[SALARY_RANGE_MIN] |
Low end of the base salary range | Hiring Manager | Yes |
[WORK_LOCATION] |
Physical office address or branch city | Hiring Manager | Yes |
[WORK_SCHEDULE] |
Standard hours of work (e.g., Monday–Friday, 8:30 AM–5:00 PM) | Hiring Manager | Yes |
[OWNER_OR_MANAGER] |
Title of primary business owner, director, or general manager | HR / Owner | Yes |
Official sources
Government and professional sources this template was checked against.
- Government of Canada — Inclusive Workplace
- National Occupational Classification
- Canadian Human Rights Commission — Duty to Accommodate
- CPHR Canada
This template is general information for Canadian employers, not legal advice. Employment standards, human rights and privacy rules differ by province. Check them before you use it.
Questions
What does an office manager do?
The Office Manager organizes and administers daily workplace operations for [ORGANIZATION_NAME], ensuring an efficient, productive, and safe physical and administrative environment. Reporting directly to [REPORTS_TO_TITLE], this role coordinates administrative systems, facilities maintenance, vendor relationships, basic bookkeeping intake, internal communications, and local human resources administrative support.
What should an office manager job description include?
A short summary of the role, the main duties with a rough share of time, required and preferred qualifications, the skills you'll assess, working conditions and physical demands, and how performance is measured. State the pay range and who the person reports to. This template covers all of it; fill in the highlighted blanks and remove anything that doesn't apply.
Can I use this template for free?
Yes. Download it as a Word file, copy the text, or print it. Staffkin can also turn it into a prescreen and interview guide for the same role.
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