Hiring an office manager is a big task. An office manager is responsible for overseeing the smooth operations of an office-based workplace, so selecting the right person is crucial. If you’ve never done it before, you may be wondering how to hire an office manager. These tips will put you on the right track.
Write a good job description
Think of your job description as the hook to lure the best candidates to your firm. It needs to persuade these people that they should work for your organization.
Your job description should start with a summary of the position. This ensures your job candidates get the key information they need quickly. The best candidates are busy, so they want to be sure the job is for them before reading on.
Next, you’ll need a list of your office manager’s regular tasks and responsibilities. Depending on your requirements, this list could be very diverse with duties concerning clerical activities, accounting tasks, and general office maintenance. Common duties might include:
- Data entry
- Reception work, like answering phones and emails and filing documents
- Hiring, training, and overseeing the work of administrative staff
- Managing expenses and payroll
Make note that the office manager should also willingly take on “duties as assigned,” as these positions and the jobs expected in them often evolve over time.
Finding a person that suits your corporate culture can be just as important as selecting one with the right skill set. Make sure you list the behavioral characteristics of your perfect hire so candidates can determine if they’re the right person for the job.
You should also note your desired level of experience. This description should include the number of years a person should have worked in a similar role and the industry they’ve worked in. Also list any specific educational qualifications you prefer. Note that the most experienced and qualified candidates will demand higher salaries than those with fewer years and skills, so consider your available budget when making this decision.
Distribute your job ad
Once you’ve written your job description, you should distribute it widely. Online job boards, your company’s online career page, targeted trade publications, and your social media pages are all good outlets. Also reach out to recruitment firms, who can recommend active and passive jobseekers.
Use your network
Your professional network is always one of your best business resources. It can be a great way to reach people who are currently employed as office managers but aren’t actively searching for work. These people have recent experience and may be open to accepting a new position if the right one comes along.
Ask your friends and colleagues whether they know anyone who might be a good fit for your position. Consider the people you’ve met at business functions and through working at collaborative work environments like WeWork offices. Reach out to virtual contacts on Linkedin, including suitable candidates who are friends of friends.
Ask open-ended questions at the interview
Once you’ve received responses from your job ad and your own independent research, you can start interviewing the most promising candidates. You should keep two key questions in mind during each interview: Can this candidate do the job well, and will this candidate fit into my workplace’s corporate culture? You should have positive responses to both questions before you consider hiring a candidate.
Asking open-ended questions will help you form answers to both these questions. Asking whether someone works well under pressure or has good attention to detail is likely to elicit a simple “yes” response. Asking for examples of when your candidates exhibited desirable qualities in the past or what they would do in hypothetical scenarios is likely to yield much more telling information. These questions also put your candidates under more pressure and help you judge whether they can think quickly and communicate well on the fly. Questions about the future and your candidates’ plans can also be revealing.
Pay attention, not just to what your candidates say, but also how they say it. Look for candidates who communicate with passion and sincerity during their interview.
Check their references
According to GradSchoolHub, 27 percent of job applicants lie about the references on their resumes. That’s why it’s crucial that you check your candidates’ references carefully to make sure they check out.
Have a conversation over the phone with at least two of the references your most promising candidates provide. Pay attention, not just to the words the references use, but also to the tone of the recommendation. You’ll get a sense of whether the reference is sincere in their praise or not. Saying good things about a person you’re referring is only natural. Don’t be afraid to ask the hard questions, like what candidates could have done more effectively at work, to get a more comprehensive picture of their strengths and weaknesses.
If you want to go further, ask candidates whether they agree to credit history checks, pre-employment drug screenings, and criminal record checks. This additional research can give you a more comprehensive picture of a candidate’s character and suitability for the role.
Human resources experts also encourage hirers to check references not listed by the candidate. Call your best candidates’ most recent workplaces and ask to speak to someone that worked with them closely. The opinions you get from people not expecting your calls are likely to be honest ones.
Follow up with more meetings
Creating a good first impression is important, but you should rely on several meetings to make your final decision. Experts suggest meeting your best candidates no less than three times. Make sure at least one meeting is over a meal, so you can judge how a candidate behaves in a less formal setting. Invite your colleagues to follow-up meetings so they can offer their opinions.
Office manager requirements
The best office managers have a number of qualities and skills that help them excel in their roles. You should mention these qualities in your office manager job description so candidates can judge whether they’re the best person for the job. The following is a list of key office manager requirements.
Competent with a variety of office tasks
The best office managers are jacks of all trades, the kind of people you can count on to turn their hands to any task that comes along. Not only should your office manager be familiar with a variety of jobs, but they should also be able to multitask between them.
Being an office manager typically requires juggling a number of projects at once. Look for office managers with a track record of handling several tasks at the same time, prioritizing the most important tasks, and completing all assigned work to a high standard. Good time management and organizational skills also come into play here.
Strong people skills
Your office manager must work well with others. This person will spend a significant amount of time liaising with your office employees, your business contacts, and your customers. Look for good communicators with positive personalities to join your team.
Attention to detail
An office manager should catch things that your other workers miss, so an eye for detail is important. Whether your office manager is working with the budgets or proofreading press releases before they go to print, they should notice little errors and correct them before they become larger problems.
Strong self-motivation
When employees struggle with motivation, they can usually rely on their manager’s guidance to get them back on track. Office managers don’t have this luxury, so they need to rely on their own self-motivation to get moving. Look for candidates who can use their inner drive to continue getting results.
Ability to cope with stress
Working in management can be stressful at times. Office managers are responsible for the work of other staff members, and ultimately, the buck stops with them. While they are praised for their team’s successes, they’re also to blame for their failures. When deadlines loom, it’s up to office managers to get their teams over the line. Motivating employees requires patience and positivity, two qualities that aren’t compatible with high stress levels. That’s why the best office managers have strategies for keeping their stress under control. Ask your candidates how they’ve handled stress in the past to determine the best one for the job.
With a clear idea of your requirements and a sound hiring strategy, it’s easy to find the right office manager the first time.
