Office manager jobs in Finland
\ Office managers oversee the administrative work that clerical workers are commissioned to perform in various types of organisations or associations. They perform micromanagement and maintain a close view of administrative processes such as such as controlling correspondence, designing filing systems, reviewing and approving supply requisitions, assigning and monitoring clerical functions. They report to managers within the same department or to general managers in companies, depending on their size.
Office manager - Which skills are essential?
Give instructions to subordinates by employing various communication techniques. Adjust communication style to the target audience in order to convey instructions as intended.
Watch, analyse, and provide sufficient and required stationery items for business facilities to run operations smoothly.
Manage employees and subordinates, working in a team or individually, to maximise their performance and contribution. Schedule their work and activities, give instructions, motivate and direct the workers to meet the company objectives. Monitor and measure how an employee undertakes their responsibilities and how well these activities are executed. Identify areas for improvement and make suggestions to achieve this. Lead a group of people to help them achieve goals and maintain an effective working relationship among staff.
Make use of various types of communication channels such as verbal, handwritten, digital and telephonic communication with the purpose of constructing and sharing ideas or information.
Keep management and service ability of the various office systems needed for the smooth and daily operation of the office facilities such as internal communication systems, softwares of common use inside the company, and office networks.
Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.
Ensure administrative systems, processes and databases are efficient and well managed and give the sound basis to work together with the administrative officer/staff/professional.
The process of planning, monitoring and adjusting the expenses and revenues of a business in order to achieve cost efficiency and capability.
Compose work-related reports that support effective relationship management and a high standard of documentation and record keeping. Write and present results and conclusions in a clear and intelligible way so they are comprehensible to a non-expert audience.
Work with management practices such as continuous improvement, preventive maintenance. Pay attention to problem solving and teamwork principles.
Perform administrative tasks such as filing, typing up reports and maintaining mail correspondence.
Delegate activities and tasks to others according to the ability, level of preparation, competence and legal scope of practice. Make sure that people understand what they should do and when they should do it.
Make recommendations for improvements to work activities
Watch, analyse, and provide the appliances required in offices and business facilities for a smooth running of the operations. Prepare appliances such as communication devices, computers, faxes, and photocopiers.
The characteristics and functioning of software programs for office tasks such as word processing, spreadsheets, presentation, email and database.
Evaluate and identify staffing gaps in quantity, skills, performance revenue and surpluses.
Apply a set of principles and mechanisms by which an organisation is managed and directed, set procedures of information, control flow and decision making, distribute rights and responsibilities among departments and individuals, set corporate objectives and monitor and evaluate actions and results.
Office manager - Which skills are useful but not essential?
Legislation, on a national or international level, that governs labour conditions in various fields between labour parties such as the government, employees, employers, and trade unions.
Respond to and communicate with customers in the most efficient and appropriate manner to enable them to access the desired products or services, or any other help they may require.
Plan, monitor and report on the budget.
The compilation of legal agreements and practices for operations of trade unions. Legal scope of trade unions in their quest of protecting the rights and minimum working standards of workers.
Evaluate the capabilities of employees by creating criteria and systematic testing methods for measuring expertise of individuals within an organisation.
Hire new employees by scoping the job role, advertising, performing interviews and selecting staff in line with company policy and legislation.
Organise archive or business records; develop classification systems to facilitate access to all information.
The field of legal principles that govern written agreements between parties concerning the exchange of goods or services, including contractual obligations and termination.
Collect, entry, and prepare the set of financial records disclosing the financial position of a company at the end of a certain period or accounting year. The financial statements consisting of five parts which are the statement of financial position, the statement of comprehensive income, the statement of changes in equity (SOCE), the statement of cash flows and notes.
Understand project management and the activities which comprise this area. Know the variables implied in project management such as time, resources, requirements, deadlines, and responding to unexpected events.
Financial operations such as calculations, cost estimations, budget management taking relevant commercial and statistical data into account such as data for materials, supplies and manpower.
Plans shifts of employees to ensure completion of all customer orders and satisfactory completion of the production plan.
The techniques of recording and summarising business and financial transactions and analysing, verifying, and reporting the results.
Use specialised software to manage company’s interactions with current and future customers. Organise, automate and synchronise sales, marketing, customer service, and technical support, to increase targeted sales.
Keep contracts up to date and organise them according to a classification system for future consultation.
Tax legislation applicable to a specific area of specialisation, such as import tax, government tax, etc.
Manage the accounts and financial activities of an organisation, supervising that all the documents are correctly maintained, that all the information and calculations are correct, and that proper decisions are being made.
Lead and guide employees through a process in which they are taught the necessary skills for the perspective job. Organise activities aimed at introducing the work and systems or improving the performance of individuals and groups in organisational settings.
Revise drafts made by managers in order to check completeness, accuracy, and formatting.