Office Manager Career Guide

What is an office manager?

Think of an office manager as the captain of a ship. They make sure everything in the office runs without a hitch, from organizing files to making sure everyone is happy and productive. They’re the behind-the-scenes heroes who handle a ton of tasks to keep the office sailing smoothly.

Duties and responsibilities

These office captains have their hands full:

• Look after the office crew (a.k.a. the other employees)
• Keep track of spending and make sure the office doesn’t go over budget
• Make rules about how people should talk to each other to keep things clear and friendly
• Keep the office looking good and working right, whether that means dealing with the people who clean the place or making sure the internet always works
• Handle stuff like hiring and making sure everyone’s benefits are sorted

Work environment

Office managers work—where else?—in offices! They usually have a special spot where they can keep an eye on everything. It’s a busy job, so they need to be ready for anything, from sitting at a desk all day on a computer to zipping around the office sorting out issues.

Typical work hours

Most office managers work regular hours, like 9 to 5, Monday through Friday. But sometimes they might need to stay late or come in on a weekend if there’s a big project or something really important needs their attention. They don’t usually work crazy long hours, but they do need to be flexible.

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How to become an office manager

Becoming an office manager means you’re ready to take charge and keep everything running like clockwork. If you’re up for the challenge, we’ve laid out the steps to get you there, from education to landing your first big role.

Step 1: Get educated

First things first, finish high school and then head to college. A degree in business administration is a great choice because it teaches you all the essentials about running an office.

Step 2: Take extra courses

Boost your resume with some specialized courses:

• Coursera offers tons of business classes from universities everywhere—perfect to complement your degree or dive deeper into office management.
• Office Management 101 on Udemy gives you a peek into what it means to be a manager, especially useful for those in healthcare.
• Become an Admin and Office Manager on Udemy covers all the basics, from organizing stuff to planning for the future.

Step 3: Earn certifications

Stand out with these cool certs:

• Certified Business Office Manager (CBOM): No prior experience needed. Just pass the exam and you’re good to go—no recertification necessary.
• Certified Management Accountant (CMA): Great if you want to handle office finances. Needs a couple of years of schooling and work experience.
• Certified Manager Certificate (CMC): Aimed at mid-level managers. Pass the exam and that’s it—no need to renew.
• Project Management Professional (PMP): This one’s a big deal if you love leading projects. Requires a degree and some serious project management hours.

Step 4: Start working

Hit up job boards like LinkedIn and Indeed, send out your resume, and let everyone know you’re looking for an office manager job. Internships can also give you a taste of the job.

Step 5: Volunteer for extra projects

Once you land a job, keep your eyes peeled for special projects. They’re a great way to learn and show off your skills. Plus, it helps you get noticed within your company.

Step 6: Look upward

After a few years, think about your next move. Maybe it’s a bigger company or even an executive role. Keep networking and looking for new opportunities to climb higher.

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How much do office managers make?

There are many factors that go into determining how much an office manager makes, from company size to experience to education, just to name a few.

Highest paying industries

• Professional and Commercial Equipment and Supplies Merchant Wholesalers: $70,000
• Monetary Authorities: $68,000
• Securities and Commodity Contracts Intermediation and Brokerage: $67,000
• Software Publishers: $66,000
• Legal Services: $65,000

Browse office manager salary data by market

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Types of office managers

Office managers are the unsung heroes who keep things running smoothly, no matter where they work. While their core duties are pretty similar, where and how they work can vary a lot. Let’s break down the main types:

Corporate office manager

These are the pros you find in big companies, keeping departments like HR and marketing on track. Whether it’s a branch manager or someone leading a district, they’re the ones making sure everyone is doing what they should be, every day.

Medical office manager

In the world of healthcare, these managers do all the usual stuff, plus a bit more. They need to know things like anatomy and lab work because they also look after medical assistants. Keeping patient info safe is a big part of their job, too.

Legal office manager

Not all heroes in a law office are lawyers! Legal office managers handle the behind-the-scenes action, from payroll to managing the office staff. They also need to know a bit about the law and legal procedures to keep everything running right.

Virtual office manager

This is the new kid on the block. Virtual office managers work from anywhere, often juggling tasks for several small companies at once. With more folks working remotely, this role is all about keeping teams organized and on-point, even without a traditional office setting.

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Top skills for office managers

Want to be a top office manager? Here are the skills you’ll need to nail it:

Organization

Keep everything in order: from papers to processes. You’ll need to manage supplies, handle the mail, and make sure all the tech stuff works without a hitch. A tidy office is a happy office, and that’s on you!

Admin skills

You’re the king or queen of admin. This means keeping records straight, managing the budget, and setting up systems that make everyone’s life easier. Your sharp eye for details makes sure everything ticks perfectly.

Staff management

An office manager is also a team leader. From hiring new folks to sorting out training and payroll, you need to be on top of it all. Good managers are also great at keeping everyone motivated and resolving any squabbles that pop up.

Know your office inside out

Understanding how everything and everyone works together in your office helps you keep things running smoothly. Knowing the ins and outs of each department means you can boost teamwork and efficiency.

Communication and people skills

As the go-to person in the office, you need to talk well and listen even better. Whether it’s chatting with your team, negotiating with suppliers, or dealing with clients, your ability to communicate clearly is key. Plus, being able to handle tough conversations discreetly is super important.

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Office manager career path

Starting as an office manager opens up a lot of doors for your future career. Here’s how you can grow and move up:

Starting point

Most managers kick off their careers in roles like administrative assistant or office coordinator. Here, you’ll sharpen your skills in organizing, get comfy with essential software like Microsoft Office, and boost your communication game.

Moving up to manager

Once you’re a pro at the basics, stepping up to an office manager means taking on more responsibilities. You’ll be in charge of the admin team, crafting office policies, and making sure the budget for supplies and equipment is on point. These managers are crucial in making sure the workplace is buzzing with productivity and that everything from HR tasks to daily operations is smooth sailing.

Aiming higher

With enough experience and some serious skills, you can aim for top-tier positions. Think about becoming an operations manager, where you oversee all of a company’s operations, not just the admin stuff. Or, if you’ve got the strategic chops, you might step into roles like business manager or chief administrative officer (CAO), where you’re part of making big company decisions.

Specialized tracks

Depending on where you’ve worked, you might follow a path that’s tailored to your industry. Like in healthcare, you could become a practice manager, or in a law firm, you might rise to law office administrator.

Boosting your credentials

Thinking of going even further? An MBA or a PMP certification could open doors to roles like director of operations or vice president of administration, where you’ll lead major projects and steer company strategies.

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Similar job titles

• Administrative Assistant
• Operations Manager
• Office Administrator
• Office Coordinator
• Executive Assistant

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Position trends and outlook for office managers

Office managers are crucial to any office’s heartbeat. As long as offices exist, they’ll need someone to keep things running smoothly. These managers do it all—from keeping supplies stocked to managing budgets and coaching the team. They’re really the glue that holds everything together, making sure the office doesn’t just function, but thrives.

Employment projections

Over the next ten years, the need for office managers is actually expected to grow by 6%. Why? Because industries like healthcare, education, and tech are expanding fast, and they all need top-notch managers to handle the growing administrative workload. Plus, as some retire, new spots will open up, ready for the next generation of leaders.

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Office manager career tips

Soft skills and traits

Work on your communication skills. Office managers must be skilled verbal and written communicators, so boost your skills and experience. Practice negotiation skills. You may have to negotiate in this role in many ways, so having some tactics under your belt is a good idea. Learn tricks for booking and managing travel. Many managers are in charge of booking travel for other employees, and it’s good to have some experience.

Commonly required skills and qualifications

Have an organization plan for the companies you’re interviewing to document the changes you would make upon starting. Practice using project management software systems and get more familiar with different programs. Become a wizard at Microsoft Excel and spreadsheets. Watch videos to learn secrets with pivot tables and calculations to save time. Familiarize yourself with employment laws and HR basics for your city and state. A basic knowledge of your area’s legal requirements for hiring, firing, and disciplinary actions sets you apart.

Develop a professional network

Network with other office managers and people who work on the administrative side of the business. Here are a few great options to check out: 

• National Management Association (NMA)
• Association of Executive and Administrative Professionals (AEAP)
• American Society of Administrative Professionals (ASAP)
• LinkedIn Professional Groups
• National Association of Professional Women (NAPW)

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FAQs