Office Administrator Job Description: Top Duties and Qualifications

Illustration of office admin on cell phoneText reads:

An Office Administrator, or Office Manager, completes clerical and administrative tasks for an office. Their main duties include welcoming and directing visitors, coordinating meetings and appointments and performing clerical tasks, like answering phones and responding to emails.

 

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Office Administrator duties and responsibilities

Office Administrators have many responsibilities within the office environment, but one of their most essential roles is responding to phone calls and emails in order to keep the business’ operations running smoothly. Some of their other duties include to:

  • Coordinate activities throughout the company to ensure efficiency and maintain compliance with company policy
  • Supervise members of the administrative staff, equally dividing responsibilities to improve performance
  • Manage agendas, travel plans and appointments for upper management
  • Manage emails, letters, packages, phone calls and other forms of correspondence
  • Support bookkeeping and budgeting procedures for the company
  • Create and update databases and records for financial information, personnel and other data
  • Track and replace office supplies as necessary to avoid interruptions in standard front office procedures
  • Submit reports and prepare proposals and presentations as needed
  • Assist colleagues whenever there is an opportunity to do so

 

Office Administrator Job Description Examples

 

Example 1

We are looking for a reliable, weekend, front-facing office administrator. Saturdays 10am-6pm and Sundays noon-5pm only. You will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently. The ideal candidate will be competent in prioritizing and working with little supervision. You will be self-motivated and trustworthy. The office administrator ensures smooth running of our company’s offices and contributes in driving sustainable growth. *Responsibilities* * Interfacing with incoming client requests * You will be the face of the office on weekends and will be acting as the hostess/host of the office * Manage phone calls and correspondence (e-mail, letters, packages etc.) * Create and update records and databases with personnel and other data * Assist colleagues whenever necessary *Skills* * Proven experience as an office administrator, office assistant or relevant role * Outstanding communication and interpersonal and engaging with a hospitality mindset * Excellent, energetic phone voice. Speak clear English * Must dress professionally * Excellent organizational and leadership skills * Excellent knowledge of MS Office programs-PCs and Mac computers * Qualifications in secretarial studies will be an advantage * High school diploma Job Type: Part-time Pay: $12.00 - $21.00 per hour Schedule: * Day shift * Weekend availability Education: * High school or equivalent (Preferred) Experience: * Customer service: 1 year (Preferred) Work Location: One location

Example 2

BioAge Health has an exciting opportunity for an articulate, highly-skilled Medical Office Administrator looking to join a growing clinic. This key position will act as our liaison on many levels. You will be responsible for engaging patients on the phone, in person and electronically to assist with navigating their questions, appointments and anticipating next steps to support their patient journey. This position will also require support with overall clinic operations such as setting up exam rooms, assisting with inventory, promoting specials, and occasional interaction with product vendors and customer relations management. About BioAge Health: At BioAge Health, we are committed to improving the aging experience for adult men and women to achieve more energy, better performance, and improved personal well-being. We offer a variety of services for aesthetics, hormone management, and sexual wellness to help our patients look and feel their best. This is an hourly position, up to 40 hours per week, Monday-Friday 0830 – 1700, hours subject to vary slightly depending on patient appointments. Key Responsibilities: Scheduling patient appointments; Keeping medical records up to date; Collecting payments; Educating patients about our services and navigating patients’ questions; Supporting Medical Director and provider team with administrative duties; Providing people-centered approach to every patient interaction; Bringing your positive and knowledgeable professional self to support a growing clinic. All candidates must have proven achievement of having the following qualifications: Minimum 4 years’ experience as medical office coordinator, medical assistant, customer service representative, or related job. Experience working with and achieving daily operational targets for productivity, patient satisfaction and other related business goals. Knowledge of general medical terminology. Clear and concise communication skills, both verbal and in writing. Positive interpersonal skills. Ability to instill trust while demonstrating care and concern with patients' sensitive health topics and maintain Strong attention to detail while completing work quickly. Initiative, personal accountability, sound decision making and ability to learn on the fly. Other Required Skills: Proven experience with computer applications such as Microsoft Excel, Word and Outlook. Experience with scheduling software, digital patient records and databases and maintain confidentiality of all patient information. Outstanding patient advocacy skills to act as intermediaries between patients and clinic providers, as well as between the medical office and other customers or vendors. Willingness to learn and ability to speak professionally on all services offered at BioAge Health. Commitment to providing top notch customer service with ability to promote clinic specials. Ability to embrace change and engage in continual process improvement.  All job offers are contingent upon successful completion of background investigation, and compliance with the U.S. Government Form I-9, Employment Eligibility Verification.   BioAge Health is committed to providing Equal Employment Opportunities to all applicants. We do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class. Job Type: Full-time Pay: $20.00 - $25.00 per hour Benefits: * Employee discount * Flexible schedule Schedule: * 8 hour shift * Monday to Friday Supplemental Pay: * Bonus pay COVID-19 considerations: BioAge Health requires proof of vaccination against preventable infectious diseases prior to employment.  Education: * High school or equivalent (Preferred) Experience: * Medical office: 4 years (Required) * Customer service: 4 years (Required) * EMR systems: 4 years (Required) Work Location: One location

Example 3

*Position: *Office Administrator *Location: * Salinas *Pay Range: * Based on experience *General Purpose OF THE JOB* Office Administrator will coordinate office activities and operations while providing clerical and administrative support to management. *KEY Responsibilities* * Clerical duties (phone calls, sending fax, making copies, filing Doc., checking, and sending mail and email, etc.) * Coordinate intra-office moves * Supervise maintenance and repair of facilities and equipment * Oversee facility refurbishment and renovations * Plan and manage facility central services such as reception, security, cleaning, waste disposal and parking * Obtain es and tenders from vendors and suppliers * Coordinate and monitor activities of contract supplies * Manage contractor and vendor relationships * Ensure delivery schedules, quantity and quality criteria are met * Check work completed by * Develop, propose, and implement cost reduction initiatives * Provide prompt response to requests and issues from facility occupants * Coordinate maintenance and repair of office equipment * Monitor kitchen needs; water, coffee etc. * Monitor office keys; including HR, Gym, and main office, etc. * Oversee all mail pickup/ distribution *Education AND/OR Experience * * High School diploma or equivalent required; Associates degree in office administration or related field preferred * At least three years of administrative and clerical experience required *WORK Efficiencies* * Ability to work in a fast-paced environment, excellent time management skills, self-motivated, attention to detail and accuracy, ability to multitask, great organizational skills, excellent customer service and interpersonal skills * Able to work in a respectful and professional manner with all levels of employees * Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form * Work onsite and meet position’s attendance schedule, as required by the job * Ability to deal with problems involving several concrete variables in standardized situations * Ability to read and comprehend simple instructions, short correspondence, and memos * Ability to write simple correspondence * Proficient with Microsoft Office programs *Communication Skills* * Excellent communicator, both verbal and written *Requirements* * A Valid driver’s license * Clean driving record *Applicants* _Church Brothers Farms is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. _ Job Type: Full-time Pay: $20.00 - $22.00 per hour Benefits: * 401(k) matching * Dental insurance * Paid time off * Vision insurance Schedule: * 8 hour shift * Monday to Friday Education: * High school or equivalent (Preferred) Experience: * Customer service: 2 years (Preferred) Work Location: One location

Example 4

We are looking for a reliable Office Administrator. They will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently. The tasks of the office administrator will include bookkeeping and mentoring office assistants. The ideal candidate will be competent in prioritizing and working with little supervision. They will be self-motivated and trustworthy. The office administrator ensures smooth running of our company’s offices and contributes tp driving sustainable growth. *Responsibilities* * Coordinate office activities and operations to secure efficiency and compliance to company policies * Supervise administrative staff and divide responsibilities to ensure performance * Manage agendas/travel arrangements/appointments etc. for the upper management * Manage phone calls and correspondence (e-mail, letters, packages etc.) * Support budgeting and bookkeeping procedures * Create and update records and databases with personnel, financial and other data * Track stocks of office supplies and place orders when necessary * Submit timely reports and prepare presentations/proposals as assigned * Assist colleagues whenever necessary *Skills* * Proven experience as an office administrator, office assistant or relevant role * Outstanding communication and interpersonal abilities * Excellent organizational and leadership skills * Familiarity with office management procedures and basic accounting principles * Excellent knowledge of MS Office and office management software (ERP etc.) * Knowledge and experience with Quickbooks and Xcel higlhly preferred * Qualifications in secretarial studies will be an advantage * High school diploma; BSc/BA in office administration or relevant field is preferred Job Type: Full-time Pay: $20 - $26 per hour Job Type: Full-time Pay: $20.00 - $26.00 per hour Benefits: * 401(k) * Dental insurance * Health insurance * Paid time off * Vision insurance Schedule: * 8 hour shift * Monday to Friday Ability to * Minneapolis, MN 55421: Reliably commute or planning to relocate before starting work (Required) Education: * Associate (Required) Experience: * Microsoft Office: 2 years (Required) * Administrative experience: 2 years (Required) Work Location: One location

What does an Office Administrator do?

Office Administrators typically work at the front desk of an office greeting visitors and directing them to their respective meeting rooms. They’ll often complete basic clerical tasks to keep the office running smoothly, including replying to emails, preparing various documents, building presentations for staff members and answering phone calls. 

They’re also responsible for scheduling various meetings between employees and clients and often manage the meeting room schedule as well. Office Administrators will usually perform basic bookkeeping tasks, like tracking invoices, taking care of accounts receivable and tracking the office’s overall budget. They’ll also make purchases for the office like supplies, furniture and other necessary equipment.

Office Administrator job description intro paragraph

When writing an Office Administrator job description, start by introducing the job and company to prospective Office Administrators. Briefly highlight the work environment, what sets your company apart and why the role is important to your company.

For example:

“Company ABC is looking for an organized and goal-oriented Office Administrator to keep our busines’s operations running smoothly. Beyond greeting office visitors and answering phone calls and emails, you’ll also have the opportunity to help shape the way we run our office.

Here at Company ABC, we’re proud to have a 4.5 star rating on Indeed Company Pages and an above average ​​Work Happiness Score from our employees. We value flexibility, autonomy and transparency. If this sounds like the work environment and role for you, apply today!”

Office Administrator skills and qualifications

A successful Office Administrator candidate will hold a variety of skills and qualifications to complete the necessary duties, including:

  • Excellent leadership, time management and organizational skills
  • Proven excellence as an office assistant, office administrator or in another relevant position
  • Outstanding abilities to communicate in person, in writing and over the phone
  • Familiarity with common procedures and basic account principles used in the office
  • Knowledge of Microsoft Office and other office management tools and applications

 

Office Administrator salary expectations

An Office Administrator makes an average salary of $15.66 per hour. Pay rate may depend on level of experience, education and the geographical location.

 

Office Administrator education and training requirements

Office administrators typically hold a high school diploma or higher, with a degree or qualifications in secretarial studies being an advantage. Higher education is not required to complete standard job duties, but most employers prefer a bachelor’s degree in any relevant field, though disciplines in business, management, human resources or another related field are encouraged. 

 

Office Administrator experience requirements

Office Administrator is generally not an entry-level position, as most employers want candidates who are already experienced with standard office procedures and software. Those who have not previously held the position of Office Administrator may have gained experience working as a receptionist or in a similar role.

 

Job description samples for similar positions

If the Office Administrator position isn’t quite right for you, try reviewing these other job description samples for similar positions:

 

Frequently asked questions about Office Administrators

 

Who does an Office Administrator report to?

Office Administrators typically report to senior-level staff members, like the Chief Executive of Operations or other executive team members. These employees will often assign them their daily tasks and will answer any complex organizational questions the Office Administrator may have for them. They’ll also receive any constructive criticisms or important feedback from the leadership team as well. 

 

Do Office Administrators have different responsibilities in different industries?

Office Administrators usually complete clerical tasks in any industry they work in. Some of them may also complete tasks related to their specific industry. This usually means they’re expected to have advanced knowledge in that specific industry in order to provide valuable assistance to team members and to provide helpful answers to clients’ questions. 

Office Administrators who work in a typical business environment should understand how an office functions to keep it running smoothly. Those who work in a government setting must have knowledge of the public service sector to provide valuable input on certain government documents they’re provided. Administrative Assistants who work in a clinical setting should have basic medical knowledge to better answer patients’ common questions.   

 

What's the difference between an Office Administrator and an Administrative Assistant?

Though most of their responsibilities may overlap and some people often use these titles interchangeably, there are some some key differences between an Office Administrator and an Administrative Assistant. Office Administrators typically work at the front of the office providing support to both clients and all employees, when needed. They’re also responsible for ensuring the office functions properly. 

Administrative Assistants typically provide clerical support to managers or executive-level staff members. They don’t usually sit at the front of the office greeting customers, like Office Administrators do. Administrative Assistants usually coordinate travel arrangements, make reservations or run errands for the executive team member they report to and typically work closely with just one Manager or sometimes a few Managers at a time. 

 

What makes a good Office Administrator?

A great Office Administrator should have strong organizational skills to track, manage and store client information and other important company details. It’s also important for them to have great task management skills to effectively prioritize the many responsibilities they must complete each day. 

Strong candidates should also have impressive verbal and written communication skills to greet clients, interact with staff members, proofread certain documents and type up documents. Good Office Administrators should also have basic knowledge and understanding of office environments and how they function.

Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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    Last updated: Apr 27, 2021