Office Manager's Typical Day
Heather our Office Manager spends most of the time in the office, making sure that Rocket Science is running efficiently. A typical day could go something like this:
- 08.30 Walk into city centre, maybe dropping in to Pret for a hot chocolate on the way.
- 08.55 Arrive at the office, uplifting mail from the post box on the way in. Lights on, switch off answering machine, head straight to kitchen. Fill kettle to make fresh coffee for everyone - first of the day. Open mail and distribute, saying a quick 'Hi' to everyone on the way past.
- 09.30 Check e-mails and reply. Read over Things To Do Today list, adding any other duties that have come along since arriving in the office. Have a brief chat with Bill (Business Manager) about work for the week.
- 09.55Welcome clients into the office, offering to take their coats and showing them to the meeting room for their 10.00 appointment with Richard (another Director, smart in jacket and tie). Would everyone like a cup of coffee?
- 10.15Pop out to ServicePoint to collect some photocopying for an important client.
- 10.35Back in the office, fill out a Special Delivery form and prepare envelope for reports to be sent out tonight. Make several telephone calls to arrange a schedule of interviews for a research project, remembering to allow for travelling time between each interview.
- 11.30 Deal with invoices, expense receipts and cheques. Send e-mails to chase anyone who hasn't kept their time sheets and expenses up to date. Dig out invoices for payment, write cheques and pass to Catherine for signing. File invoices in the appropriate folder.
- 12.30Meet a friend (lots of places to eat around here) or have soup and sandwich at desk after some window shopping (very restrained).
- 13.30 Check stationery supplies. Add any required items on to the list for ordering on Friday. Contact IT support about networking a new computer. Call City Sprint to have letter delivered. Set up a BT Conference Call for next week. Ensure that all the Directors are notified by e-mail of the arrangements.
- 14.30 Web research for Debbie (Associate Director). Check venues for a residential two-day conference, enquiring about cost, breakout rooms, refreshments etc. Meet manager of Thrifty Car Hire to negotiate annual rates.
- 15.15 Phonecall to Ministry of Webs to discuss amendments to the website.
- 15.30 Sort post, weigh and ensure that all have correct postage. Book train tickets for journey to Glasgow for training course tomorrow. Make sure that I know where I'm going and put information pack in bag to read on the train tomorrow morning.
- 16.30 Check progress against Things To Do Today List (pretty good going, even if I do say so myself). Sadly, there's no rest for the wicked so draw up a new list for the day after tomorrow.
- 17.15 Switch phone to answering machine, say goodbye to Sefton (Consultant), Alistair (Director) and other hard working colleagues. Set off to Post Office with mail. Walk home along Princes Street- never entering any shops once (honest).