How to Structure Your Office Team

To ensure productivity and profitability, your company is organized into teams: engineering, sales, finance and accounting, product, marketing. Each has defined roles and functions with department level goals that ladder up to company goals and reflect company values. However, the management of your physical office space and the your employees’ experience is a critical function that is often overlooked, misunderstood, and created without clear structure and goals.

Office teams consist of a group of professionals with specialized skills in operations, logistics, hospitality, and people management. The people in these roles are the ones who are charged with bringing your company values to life in the office space. Front line staff, like receptionists and office managers are often the first people candidates, clients, and prospects meet when they come to the office and it’s important they make a great first impression for your company.

These roles are sometimes part of human resources, business operations, or talent and recruiting teams, but increasingly they are a standalone department such as office operations, employee experience, or office experience. While the way you structure your office team depends on your company size and structure, they can directly impact your business’ bottom line, as well as employee productivity, retention, and satisfaction.

Office operations roles that support your team

Office teams can have a variety of structures depending on the size of your company and type of building in which you are located. Office teams can be made up of the following roles:

- Day Porter: Organize and clean office space throughout the day

- Receptionist: Handle incoming calls, visitors, and deliveries

- Office assistant: Provide administrative and operational support

- Office Manager: Manage every aspect of the office and enable employee productivity and happiness

- Executive Assistant: Enable executive productivity and manage calendar, travel, and communications

- Office Operations Manager: Ensure operational efficiency, may oversee multiple offices

- Employee Experience Manager: Drive employee engagement and build company culture

- Facilities Manager: Oversee building services, legal compliance, and recording keeping

Which roles you hire for at what point of your company’s growth depends on your company needs, industry, and priorities.

Hiring the right employees to support your office team

Hiring the right person for the right role is imperative for the productivity. Negative performance of an office or operations manager can have a ripple effect and drag down the productivity and morale of your team. In addition, a bad hire can cost at least 30 percent of that employee’s first year earnings, according to the US Department of Labor.

To minimize this risk when hiring an office team you can work with a company like Managed by Q to find qualified, pre-vetted candidates who are selected specifically for your company needs. Your hiring options include:

- Temporary staff: Fill interim needs

- Temp-to-hire: Work with a candidate to ensure they are fit for your team

- Direct hire: Fill important needs quickly with replacement guarantees

To help you structure and hire to meet your company’s needs, we developed How to Build Your Office Experience Team. This guide includes descriptions and hiring guidelines for each office operations and experience role and outlines strategies to enable you to determine which roles will best your support your company based on company type and size.

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