Office Management Course: Overview, Structure, and Popular Job Titles

21-Jun-2022

The structure of modern businesses is quite complicated and managing and maintaining an office for them is both an art and science. Modern office management refers to all those roles and responsibilities that some dedicated people perform not only to keep smoothly running the office but also to deliver products and services always in time and as per customer expectations. A modern office manager after completing a professional office management course works in a highly demanding administrative role. The responsibilities might differ from organization to organization.

In small-scale organizations, a single office manager often undertakes a large number of job roles while in the bigger corporations, the job duties of office managers are more compartmentalized. Some of the major tasks of a modern office manager include the following:

1. Making sure that the office runs smoothly
2. Taking care of the overall everyday office management and the office building as well
3. Maintaining a good relationship with all the external vendors
4. Manning the front office and acting as a bridge between the organization and its customers or visitors. 

When it comes to an executive secretary, it is a specialized kind of job profile that can be grabbed after completing a professional course in secretarial practice from any institution of repute. Executive secretaries are dedicated to some specific tasks that include the following:

1. Performing most of the back office work
2. Collecting relevant data and information required
3. Preparing reports and spreadsheets, and
4. Conducting research.

Office Management Course: An Overview

Be it large or small, all types of businesses are adopting a more refined and sophisticated approach toward office management and maintenance. Office management is a specialized job profile that calls for both experience and expertise. In the modern professional scenario, getting a specialized qualification is what matters more than anything else.

You need to be trained both theoretically and practically, and it is possible when you pursue a professional course in the field of office management. An office management course is designed and developed keeping in view those individuals including both boys and girls who will seek positions of office managers across organizations and industries.

The program provides the students with all the in-depth knowledge required for effective and efficient management of both office and resources. This program is ideally suitable for those who want a specialized office management qualification for serving career advancement purposes.

Course Structure at Glance

1. Office Management Principles and Applications
2. Information Technology for Management
3. Soft Skills
4. Shorthand
5. Computer Applications
6. Business English Communication
7. Office Management
8. Functional English
9. Typewriting on Computer
10. Communication Labs and Presentation Skills
11. Human Resources and Organizational Behavior
12. Project/Internship.

A professional course in office management trains manpower while providing all the required knowledge for taking on all types of general responsibilities and effective everyday office management. Sound knowledge of office management also facilitates the following:

1. Better administration of staff and resources
2. Proper maintenance of data, files & records
3. Insightful payrolls administration
4. Better space management and office communication
5. Improved office facility management, etc. 

Here are some top job titles or designations for those with a qualification in office management

Office Manager

An office manager is a job title for the individuals who are responsible specifically for a varied set of administrative tasks. These individuals ensure the smooth running of the office by organizing everyday office duties. The job also includes taking care of different office supplies, tools, and equipment, tasks related to everyday banking, monitoring and managing invoices, and in certain cases looking into payrolls. In various organizations, an office manager also undertakes HR supportive tasks with all the internal and external communications.

Personal Assistant

The job role of a personal assistant is more focused on providing support to any of the individuals of the top-level management rather than looking into the usual daily office chores. A personal assistant often doesn’t have to do anything with the organizational work of the office. The job summary of a personal assistant includes the following daily activities:

1. Scheduling meetings
2. Managing phone calls and appointments
3. Responding to emails
4. Organizing documents
5. Generating reports, and
6. Ensuring that all the necessary supplies are well stocked.

All types of organizations, be it an MNC, a doctor’s clinic, or a government office, always hire personal assistants. Some of the most desirable qualities to be sought in a personal assistant include clear and effective communication, good command of the English language, sound knowledge of regional languages, a charming and attractive personality, and an ever-smiling face.

Front Office Executive

A front office executive is an individual who can be considered the face of an organization. Any visitor who enters the office interacts first of all with the front office staff. As far as the job roles are concerned, they include:

1. Greeting clients, visitors, and guests while making them feel comfortable
2. Attending the phone calls and directing them to the relevant departments
3. Handling appointments both in-person and over the phone
4. Raising emergencies if any under any circumstance.

The job roles of a front office executive call for a set of different skills and personality traits. The aspirant must have excellent written and communication skills, an attractive personality, polite behavior, and a professional demeanor. He or she needs to maintain cool at all times under any circumstance with amazing people handling capability. One of the strongest upsides of this job profile is that you need to get a chance of meeting and interacting with diverse people belonging to diverse backgrounds. This scenario might be extremely helpful in growing your horizons constantly. 

Concluding Remarks

The New Delhi YMCA came into existence in the year 1927, and today it has established its credentials as a dynamic youth-centric, service-oriented movement in the city of Delhi. The organization is committed to YMCA values, best practices in management, and the agility to change with time. It has always striven for all-around human empowerment and harmony along with high ethical standards. The organization offers a Diploma in Office Management (DOM) – a program that enables students to take up a respectable position in any office environment. YMCA Office Management students are hired as Administrative Staff, Management Executives, Office Secretaries, and Personal Assistants across MNCs, PSUs, Private Companies, and Govt. sectors as well.