Office Administrator Job Description: Top Duties and Qualifications

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Last updated: June 22, 2022

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

 

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Office Administrator Job Description Examples

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:

 

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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