OFFICE MANAGER

An office manager is the incharge of the office .He is the one with the work of managing the office work. He is an executive whose main aim is to manage, organize and control the office in such a manner that organization can perform efficiently and effectively. He is to decide about who is to do the work, how the work is to be done and how much to be done. He is the key person of the organization. He acts as the liasion officer between the top manager and the subordinates. He is responsible for the function that are performed in an organization. He has the power to take decisions. He acts as a leader, organizer, and counselor to promote the office.

According to the S.P.Arora,'' offfice manager is an executive who is incharge of the office and whose chief function is to organize and contorll it, and he integrates the work of the office with that of other department."

Therefore , office manager is the key person or the executives of the office whose main responsibilities is to manage , organize and control the office in such a way that organization can work or performed efficiently , effectively and properly.

FILING AND IT'S PROCESS

Filing if the process of systematically classification and arranging record so that they will be kept safely and will be obtainable without delay when required . When the mail clerk receives correspondence in an office , it is opened and date stamped and later delivered to concern personnel . However ,secret letters aren't opened. after correspondence has been released for filing it travels through five distincts steps or pocesses.

1. Inspecting :
Before filing the corrsepondence, it is necessary to check for release make -checking the release mark in the correspondence is known as inspecting. This is the first step in filing process . Release mark is the authority to life.

2.Selection of caption :
Selection of caption is the mental process by which the names , subject or other caption is determined . Caption is a name or heading under which correspondence will be filled. The selection of caption should be which the correspondence is most likely to be requested.

3.Coding :
After determining the caption under which the piece of correspondence is to be placed in the files such names are marked in the correspondence. Marketing the caption is coding. The caption selected for the cross reference should be underlined or written.

4. Sorting:
After correspondence has been inspected and coded, they should be arranged in conplete alphabetical sequence. Sorting is the process of arranging the caption in alphabetical order after coding.

5. Storing:
The last step in the filing process is the actual placement of the records in the files which is known as storing. The correct file or folders should be lifted and correspondence should be placed in the foldes.

Thus, the process of filing should be done in systematic manner.

INFORMATION ABOUT THE MAILING LIST

The mailing list is the list of names and adresses of costumers, sales prospects or suppliers to whom letters are required to be sent from time to time. The mailing list once prepered is by no means permanent . It must be kept up-to-date by necessary addition and subtractions . otherwise, the list will be lose much of its importance and the letters addressed on the basis of old list will result in waste of money and effort . Mailing list are valuable only if they are up to date . A good method is to keep on 5*3 cards and to periodically add new names and weed out old names . When a list consist of many names addressing of sales and other promational litrature is faciliated by the use of addresing machine. If according to mailing list , business reply card and self addressed envelops are sent to proper persons , they are sure to effect good sales.

SECRETARY

Secretary means 'one entrusted with secrets'. The word 'secretary' has been derived from the latin word 'secretarious' which means 'a confidential writer or notary'. The secretary has come to play dominant role in society. He is indespensible or important person in commerce, industry, and other institutions. The secretary has to attends the routine activities and affairs of the association or the organization. A secretary always perform their work on the behalf of others who appoints them. According to the ''Oxford Advance Leaner's Dictionary'' defines the word secretary as 'a person who works in an office, working for another person, dealing with letters and telephone calls, typing, keeping records, arranging meetings with people etc.' Secretary is a person who is incharge of records, correspondence, minuates of meetings and related affairs of an organization, company, associations, etc. A secretary is responsible to supervise the clerical work,handling correspondence, recording highly confidential materials,and relieving for boss of routine duties. In short, a secretary is a person who works in an office or organization, works on the behalf of other who appoints them. There are different types of secretary employed in organization.They can be classified in six categories on the basis of their nature and functions.

1. Private secretary
2. Secretary of club or association
3. Secretary of a cooperative society
4. Company secretary
5. Secretary of local bodies
6. Secretary of a government department.

RECEPTIONIST

A receptionist is s valuable assets of the boss and organization. Receiptionist is the first person callers meet when they arrive at an office. Receptionist is the person who is responsible to handle the callers or visitors at first in the office. The first impression that a visitor gets about the office or organization is through receptionist. Her main duties is to receive and asist the callers, who may wish to see a particular person or to make a general inquiry. a receptionist has to welcome the callers and ask them polietely about the purpose of visit. She must provide the necessary information to the visitors. She must posses some essential qualities. She must be smart and good looking. She must have pleasent voice, good persanality,and willingness to assist the visitors. Her courteous action and diplomatic action or treatment to the callers will create goodwill for both boss and office. She can maintain reputation of cordiality and service. A receptionist plays an important role in any office. Her main responsibility is to greet the callers, determining their purposes ,keeping the record of callers,putting the visitor at ease, turning the visitors away,refering the visitors,handling the executive,s appointment etc.