A general manager, also known as an office manager or administrative assistant, handles correspondence, prepares reports, manages databases, and schedules appointments for executives. They may need specialized training for technical office environments and require a good understanding of office software.
A general manager is also known as an office manager or an administrative assistant. Although job descriptions vary slightly by company, the general manager may be responsible for handling all correspondence, answering phone lines, receiving messages, preparing reports, and other general office duties. In some cases, general administrators may need specialized training to complete some of these tasks in highly technical office environments. The term is most commonly used for office jobs in English-speaking countries outside of North America.
One of the main responsibilities of a General Administrator is handling all correspondence, not only checking incoming messages and ensuring they reach the appropriate person, but also typing correspondence for outgoing messages. Some general administrators may need to go to the post office to receive mail, but generally mail is delivered to a central location at a branch for further distribution. This duty is vitally important to many companies, who may have proposals or other documents that need to be reviewed under tight deadlines.
In some office environments, a general manager is responsible for preparing reports on a variety of software platforms. Therefore, these positions require a good understanding of office software, including products used for word processing, spreadsheets and slideshows. Often, the general manager is responsible for taking the raw information and putting it into an attractive and presentable format. A supervisor usually signs the finished product before it ships.
With the advent of direct extensions and voicemail, a general manager’s job of answering and transferring phone calls has decreased somewhat in most offices. However, there are times when the employee may be called upon to answer phones for the boss or other executives. Some matters may not be able to wait and it is up to the administrator to understand the situation and come up with an appropriate response. Also, some executives prefer to have a front office person handle the phone before sending them out.
Another way that general administrators can provide administrative support is through database management. For example, if the company has memberships or needs to maintain a sales list, this is a duty that may fall to the general manager. It is up to this person to ensure that the database does not have outdated information to maintain reliable contact with customers.
In some offices, the general manager is also responsible for setting and maintaining the schedule for one or more executives. In this situation, the administrator will set up meetings, confirm appointments, and try to keep the day on schedule as much as possible. This can also include organizing travel plans.
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