Office Administrator Job Description: Top Duties and Qualifications

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:

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Office Administrator

The Company:

  • Genesis is a medical clinic and diagnostic center with over 30 locations in Texas. We work with 250 doctors in all areas of medical specialty.

    Seeking Scheduling Coordinator and Front Office Administrative assist to schedule patients, work one on one with company doctors and referral sources in coordinating appointments, confirming patient appointments, doctors travel management, data entry, and document management.

    Heavy phone work. Constant patient contact as well as contact with attorneys, insurance carriers, government agencies, other doctors offices on a daily basis regarding the patient's case.

    Qualifications/Requirements:

    Must be organized and goal oriented with a positive attitude

    Superior attention to detail is a must

    Computer experience is essential

    Excellent customer service skills

    Strong written and verbal communication skills

    Ability to multi task while providing excellent customer service

    Must be a self motivated team player

    Job Type: Full-time

    Job Type: Full-time

    Salary: $500.00 to $650.00 /week

    Additional Compensation:

  • Bonuses

    Work Location:

  • One location

    Benefits:

  • Dental insurance

  • Vision insurance

  • Retirement plan

  • Paid time off

    This Company Describes Its Culture as:

  • Detail-oriented -- quality and precision-focused

  • Outcome-oriented -- results-focused with strong performance culture

  • Team-oriented -- cooperative and collaborative

    Benefit Waiting period may Only full-time employees eligible

  • ×

    Office Administrator

    Cooke Insurance Center, Inc. Is seeking an Administrative Assistant to provide day-to-day administrative support to two executives. The ideal candidate will have a passion for film and TV along with experience handling a wide range of administrative and executive support-related tasks and be able to work well within a team in an environment of constantly changing priorities.

    Responsibilities:

  • Administrative duties include handling phones, calendar management, filing, detailing messages, ordering office supplies and general office management tasks

  • Maintain and manage calendars, email, and contacts

  • Manage travel arrangements and trip oversight (travel, hotel reservations, ground transportation, meeting coordination) and all related expense management and processing via Concur

  • Interface with vendors and various internal departments

  • Manage multiple projects simultaneously and meet deadlines

  • Assist with compiling and distributing information and materials for meetings

  • Assist with special projects and research as needed

  • Manage all information with absolute confidentiality

  • Manage PO's and other partner billing / invoices; order services as required

  • Data entry and clean-up in company's asset inventory system(s)

    Requirements:

  • BA/BS degree preferred

  • Proficiency in MS Office Suite

  • 1+ year of administrative experience in a studio, network, or entertainment industry preferred

  • Some film, video, and/or data knowledge preferred

  • Ability to effectively communicate and interact with employees at all levels

  • Ability to follow instructions and perform a wide range of tasks

  • Ability to take initiative and be proactive

  • Attention to detail and strong organization skills are a must.

    Job Type: Full-time

    Salary: $13.00 to $21.00 /hour

    Work Location:

  • Multiple locations

  • Fully Remote

    Benefits:

  • Health insurance

  • Dental insurance

  • Vision insurance

  • Signing bonus

  • Paid time off

  • Work from home

  • Flexible schedule

    This Job Is:

  • A job for which military experienced candidates are encouraged to apply

  • Open to applicants under 18 years old, provided it is legally allowed for the job and location

  • A good fit for applicants with gaps in their resume, or who have been out of the workforce for the past 6 months or more

  • A job for which all ages, including older job seekers, are encouraged to apply

  • A job for which people with disabilities are encouraged to Yes
  • ×

    Office Administrator

    Admin Office Support-

  • Point person for Building Management.

  • Ordering monthly office supplies (all offices).

  • Scheduling travel arrangements, accommodations, and dinner reservations for VP’s and guests.

  • Ordering lunch for meetings (all offices).

  • Coordinating movers for relocations (all offices).

  • Uphold strict level of confidentiality.

  • Maintain an organized filing system of electronic documents.

  • Attaching documents in Image Right.

  • Participate with management and other departments/personnel on special projects and other duties as needed.

  • Assist in special projects with HR and Operations as needed.

  • Always keep office in a clean and presentable state.

    Front Desk/Back up Receptionist-

  • Answers incoming telephone calls in clear and professional manner.

  • Directs callers to appropriate agency personnel, or directs them to a voicemail box, or takes message and gives it to appropriate person.

  • Greets clients or visitors when they arrive at office and directs them to the desk of the person they are visiting.

  • Ensures that a friendly and attentive approach is being practiced with an environment that projects a professional, polished, and service oriented image to all clients.

    Minimum Qualifications:

  • High school diploma or equivalent

  • 1-2 years in customer service or administration

  • Solid computer skills (Windows, Microsoft Office, Internet).

    Job Type: Full-time

    Salary: $17.00 to $19.00 /hour

    Experience:

  • administrative: 1 year (Preferred)

  • customer service: 1 year (Preferred)

  • office administration: 1 year (Preferred)

  • quickbooks: 1 year (Preferred)

  • administrative assistant: 1 year (Preferred)

    Additional Compensation:

  • Store Discounts

    Work Location:

  • One location

    Benefits:

  • Health insurance

  • Dental insurance

  • Vision insurance

  • Paid time off

    Typical start 8AM

    Typical end Monday to Friday

  • 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 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.

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      Last updated: Apr 27, 2021