Core Responsibilities Flashcards

An executive asks the office manager to handle travel arrangements for an international trip. Which factor should be prioritized FIRST?

Answer: Confirming passport validity, visa requirements, and company travel policy limits

Verifying travel documents and policy compliance prevents costly last-minute issues.

Which type of filing system organizes records based on the sequence of letters in a name or title?

Answer: Alphabetic filing

Alphabetic filing arranges records in A-to-Z order by name or title.

An office manager must prepare minutes from a board meeting. Which information is ESSENTIAL to include?

Answer: Decisions made, action items, and persons responsible

Minutes must capture official decisions, action items, and assigned responsibilities for accountability.

When managing petty cash, which control is MOST important to maintain?

Answer: Requiring receipts for all disbursements and reconciling the fund regularly

Receipts and regular reconciliation ensure petty cash is used appropriately and balances are accurate.

A staff member repeatedly arrives late, impacting team productivity. What is the appropriate first action for the office manager?

Answer: Document the incidents and hold a private coaching conversation referencing company policy

Documentation and a private coaching conversation follow progressive discipline principles and company policy.

Which task falls within the scope of facilities management for an office manager?

Answer: Coordinating office repairs, maintenance, and vendor contracts for physical space

Facilities management includes overseeing maintenance, repairs, and vendor contracts related to the physical workspace.

An office manager is reviewing contracts with service vendors. Which clause is MOST important to scrutinize for cost control?

Answer: Auto-renewal and price escalation clauses

Auto-renewal and price escalation clauses can significantly increase costs if not monitored and renegotiated.