Administrator Job Description: Top Duties and Qualifications

An Administrator, or Administrative Assistant, performs clerical duties to help an office run smoothly and efficiently. Their duties include answering phone calls and emails, greeting and directing office visitors to designated meeting areas and building spreadsheets or presentations for leadership staff.

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Administrator duties and responsibilities

While the exact duties for an Administrator can vary widely depending on the exact industry they work in, some general Administrator duties and responsibilities include:

  • Manage data in spreadsheets and reports
  • Keep records and reports up to date
  • Help maintain the budget plan
  • Organize and schedule meetings and events
  • Supervise other staff and delegate responsibilities
  • Handle technical issues in their area of expertise
  • Carry out clerical duties, including answering phones and preparing documents
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Administrator Job Description Examples

What does an Administrator do?

Administrators complete tasks and duties for the entire office staff, a specific department or an individual who usually serves in a leadership role. They typically make sure the office is operating effectively and complete smaller tasks to help other employees and managers efficiently complete larger work items. Some of these tasks include taking minutes, managing employee calendars, making appointments, booking meeting rooms, ordering office materials and basic data entry. Most Administrators have strong computer and software skills, as they regularly use several computer applications to complete various tasks throughout the day.

Administrator skills and qualifications

Regardless of their expertise and background, those who are a good fit for administrative positions should be flexible thinkers who are also well-organized and able to retain information. Consider applicants whose background includes the following:

  • Communication and marketing skills to act at the contact point between internal team members and clients
  • Client relationship management skills to maintain professional communication with customers and maintain a high level of customer satisfaction
  • Budgeting, bookkeeping and planning skills and knowledge of associated computer software
  • Quality assurance skills to maintain company quality standards of product and services
  • Time management and prioritization skills to ensure efficient functioning of schedules and office systems

Administrator salary expectations

An Administrator makes an average of $64,980 per year. Salaries can also vary depending on the candidate’s level of experience and education, and the cost of living in the area where you’re advertising the position.

Administrator education and training requirements

A bachelor’s degree or more advanced degree may be necessary for high-level Administrators. For example, a Network Administrator or Database Administrator would need degrees and certifications that show their technical skills. An Education Administrator should also have a bachelor’s degree or master’s degree, but their area of concentration could range from business or marketing to communication or even psychology. An Office Administrator, however, usually only needs a high school diploma or equivalent.

Administrator experience requirements

Even if work experience is not a requirement for entry-level Administrators, prior experience in leadership, clerical or similar roles could offer an advantage. However, all Administrators will need to have organizational and interpersonal skills, along with knowledge specific to the field they are hired to manage.

Job description samples for similar positions

If you’re looking for candidates for similar roles to an Administrator, see our job description templates for related positions:

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Frequently asked questions about Administrators

What makes a good Administrator?

A strong Administrator is highly organized and knows how to manage tasks well. Many Administrators are in charge of collecting and keeping important or confidential company files and must know their whereabouts at all times. 

If the Administrator works in a larger office and is in charge of administrative duties for multiple employees, they should have an effective task management system in place to complete several items throughout the day. Their duties and responsibilities may constantly change throughout the workday, so a good Administrator should be adaptable to a changing environment.

What is the difference between an Office Administrator and Office Manager?

Office Managers usually manage the overall functions of an office. They’re often on the management team and are in charge of the Office Administrator and other administrative employees. Office Managers coordinate and delegate administrative tasks to employees on the administrative team, so they must be aware of the skills and expertise their team members have. They also handle big-picture office items, like payroll and hiring new employees, while Office Administrators handle more clerical and day-to-day items. 

Some smaller offices only have Office Administrators, so they may take on the responsibilities Office Managers would usually hold. 

What are the different types of Administrators?

The types of Administrators in an office vary depending on the company and industry they work in. Office Administrators may be in charge of the entire office and ensure it’s staying efficient and running smoothly. Administrative Assistants may work with a specific department or senior management professional to complete clerical tasks that support their daily work schedule. A Finance Administrator may work primarily with the accounting department to manage the company’s accounts and perform tasks like bookkeeping, auditing or payroll. 

Who does an Administrator report to?

The person an Administrator reports to varies depending on the size of the company and the department they work in. If an Administrator works for a larger company, they may report to an Office Manager. The Office Manager provides assistance to the Administrator, oversees their performance and answers any questions they have about the position. 

Though they report to the Office Manager, Administrators also follow instructions and assignments given by the employee they’re assisting, like a Supervisor or Department Manager. If the company doesn’t have an Office Manager, the Administrator usually reports directly to the manager they’re assisting and that manager acts as the Administrator’s supervisor.

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