How To Create An Office Management Team

It’s impossible for one person to do all office management tasks themselves. And if your company is expanding, you can bet there will be more checklists, emails, and miscellaneous tasks that will have to be dealt with. That’s why building an office management is so important.

Here’s how you can create an office management team that can seamlessly communicate and execute projects is vital for your company.

What Roles Do You Need?

Though there’s nothing wrong with multi-tasking, having clearly defined roles can help people work to their best potential. Here are a few roles that you should consider hiring for:

Receptionist

Often, a receptionist serves as the face of your company. This person will be responsible for handling deliveries, incoming phone calls, and greeting guests.

Executive Assistant

It’s no secret that CEOs and executive team members have packed schedules. An executive assistant oversees their schedule and communications. They will also be the one to plan out the travel for a CEO and book hotels, flights, and rides.

Office Operations Manager (or Office Manager)

An office operations manager checks if everything is running smoothly. Their job is to ensure that supplies are fully stocked and all employees have what they need to be productive. They will also correspond with vendors, plumbers, custodians, and other maintenance staff.

Facilities Manager

This person deals with bookkeeping, maintenance, and legal matters.

Office Assistant

As a company expands, an office manager may need an assistant to help them do all of their tasks.

Employee Experience Manager

There are various ways to ensure your employees are productive and satisfied. An employee experience manager is tasked with maintaining employee happiness and creating workplace culture. While an office manager may deal with supplies and vendors, an employee experience manager will be tasked with planning out activities and events that boost workers’ happiness.

How To Hire The Right People

Finding the right people for your office management team is arguably one of the toughest parts of the process. For every job, there’s potentially dozens — maybe even hundreds — of candidates who will potentially apply. How do you get your job listing out there? And how can you determine if they are right for your workplace culture?  

Job Posting and Recruitment  

You should take a multi-platform approach to finding your ideal candidate. Your first step should be summarizing what the job entails and what you’re company is looking for. Your job posting should state these things:

• Specific job tasks. Be clear what the role entails. Who does this role oversee or who do they work under? Tell potential candidates everything they will need to know. This way, only interested candidates will apply.
• What type of worker you’re looking for. For an assistant job, you will need someone who is good at multitasking and has great organizational skills. On the other hand, an employee experience manager should be creative and filled with fun, cutting-edge ideas.
• Necessary skills and years of experience. You will want to state how many years of experience someone should have. In addition, state which tools or previous experiences someone should have. For example, does this role require thorough knowledge of Microsoft Excel? If so, state it in the job posting.

Once you have written your job posting, you can publish it on various platforms like LinkedIn, Indeed, Glassdoor, and AngelList. You should also update your company’s career page and then promote your new job postings on your social media channels.

In addition to spreading the news about your job opening, you should consider hiring a full-time recruiter to help you find the right candidate. The recruiter will individually contact people who could potentially be a good fit, screen them, and then determine who should be interviewed.

Interview Process

In order to build a great office management team, you should be thorough in your interview process. If your potential candidate is out of town, you can use video interview tools like VidCruiter to communicate with them. And if you’re concerned about culture fit and skills, you can get candidates to take aptitude and personality tests like Criteria’s HireSelect test.

Ultimately, for an office management position the most important qualifier should be whether or not a candidate can work well with your team. After you have interviewed the candidate, invite them to work at your office for a day and pay them for their time. At the end of the day, you will be able to determine how they can potentially fit into your office’s dynamic and have a better understanding of how they work.  

Onboarding

Once you have hired your new team member, you will want to onboard them and get them integrated into your workplace as quickly as possible. With HR tools like Zenefits and Workbright, the onboarding process has been seamlessly streamlined.

It’s recommended that you take a two-pronged approach for onboarding. With simple information that can be easily remembered, use HR tools.

But when it comes to structural matters, you should make it more individualized and have supervisors explain. Every office is different. So, you will want to establish from day one how you will be structuring your team. Who does this person report to? If they have issues with their benefits, payment, or with another employee, who exactly should they contact? All of these things will be covered during the onboarding process.

Office Management Team Tools

Office management teams deal with a myriad of tasks. They are unique because they are always communicating with other parts of the company. For example, if your marketing department wants to have an offsite just for their team, they could seek the help of an employee experience manager to deal with all the logistics of that outing. We recommend organizational tools like Asana and Trello to ensure that everyone stays on top of their specific tasks.

Eden was made to make office management teams run faster and stronger. This state-of-the-art platform can connect you with certified vendors, IT support, sellers, and maintenance teams. Try it today to take your workplace to the next level.