COM Core Responsibilities 3 — Questions and Answers
Question 1: An executive asks the office manager to handle travel arrangements for an international trip. Which factor should be prioritized FIRST?
- Selecting the most luxurious hotel
- Confirming passport validity, visa requirements, and company travel policy limits (Correct answer)
- Booking the fastest route regardless of cost
- Arranging sightseeing tours
Correct answer: Confirming passport validity, visa requirements, and company travel policy limits
Verifying travel documents and policy compliance prevents costly last-minute issues.
Question 2: Which type of filing system organizes records based on the sequence of letters in a name or title?
- Numeric filing
- Geographic filing
- Alphabetic filing (Correct answer)
- Subject filing
Correct answer: Alphabetic filing
Alphabetic filing arranges records in A-to-Z order by name or title.
Question 3: An office manager must prepare minutes from a board meeting. Which information is ESSENTIAL to include?
- Personal opinions of attendees
- Decisions made, action items, and persons responsible (Correct answer)
- The lunch menu served
- Background conversations before the meeting started
Correct answer: Decisions made, action items, and persons responsible
Minutes must capture official decisions, action items, and assigned responsibilities for accountability.
Question 4: When managing petty cash, which control is MOST important to maintain?
- Allowing any employee unrestricted access
- Requiring receipts for all disbursements and reconciling the fund regularly (Correct answer)
- Keeping no records to simplify the process
- Depositing petty cash into the main operating account weekly
Correct 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.
Question 5: A staff member repeatedly arrives late, impacting team productivity. What is the appropriate first action for the office manager?
- Immediately terminate the employee
- Document the incidents and hold a private coaching conversation referencing company policy (Correct answer)
- Ignore the issue to avoid conflict
- Publicly reprimand the employee in a team meeting
Correct 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.
Question 6: Which task falls within the scope of facilities management for an office manager?
- Setting company-wide salary bands
- Coordinating office repairs, maintenance, and vendor contracts for physical space (Correct answer)
- Approving new product launches
- Managing external client sales accounts
Correct 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.
Question 7: An office manager is reviewing contracts with service vendors. Which clause is MOST important to scrutinize for cost control?
- The vendor's company history section
- Auto-renewal and price escalation clauses (Correct answer)
- The marketing materials attached to the contract
- Contact information for the vendor's sales team
Correct answer: Auto-renewal and price escalation clauses
Auto-renewal and price escalation clauses can significantly increase costs if not monitored and renegotiated.
COM Core Responsibilities 3
An executive asks the office manager to handle travel arrangements for an international trip.
Which factor should be prioritized FIRST?