Administrative Officer Job Description: Top Duties and Qualifications

An Administrative Officer is responsible for maintaining the daily operations of a business. Administrative Officers support the company executives, perform clerical tasks, or coordinate administrative procedures.

 

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What does an Administrative Officer do?

Typically, an Administrative Officer is responsible for overseeing and implementing administrative procedures, answering phone calls, providing support for the entire company, managing employee records and greeting customers. In a small organization, they may also perform other administrative roles such as scheduling appointments, booking travel for company executives or taking notes in meetings.

 

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Administrative Officer Job Description Examples:

 

Example 1

Job Reference ID: [phone number]Are you a highly organized individual? Do you naturally take the lead of things when it comes to your work? Would you consider yourself an admin guru? If you can honestly answer yes to these questions, we strongly advise you to apply for this role we have vacant. TMVC/Ultima Medical is looking to hire an experienced, dynamic individual that is an office all-rounder to support Head Office management and operations on a fixed term full time contract for one year. *Key * *Special Project Assistance* * Order supplies, prepare deliveries to locations * Prepare staffing cost spreadsheet * Review project staff timesheets *General Office Admin: * * Support overseeing prescriptions that are sent to pharmacies * Assist team members when needed with administrative tasks *HR Admin* * Update and maintain HR calendar * Assist and support with the data migration from QuickBooks (QB) desktop version to QB online *Inventory* * Ordering for medical and office supplies * Ordering vaccines * Managing vaccine cold chain breaks in clinics * Printing, packing and sending to outlying offices * Liaising with MOAs from all clinics about monthly inventory *Information Technology (IT) Requests* * Support with IT requests and ordering of equipment to TMVC’s external IT Consultant * Monitor intranet ensuring content is current *COVID-19 Test Results* * Oversight of COVID-Testing results for travelers, which requires remote communication in the evening and weekends. *The ideal person: * * Degree or Diploma in business or admin * Has at least 3 years office experience * High level of computer skills including Microsoft Office (Word & Excel) * Excellent attention to detail and accuracy in work * Great interpersonal and communication skills * Self motivated and able to take initiative and improve processes within the clinic * Strong team player * Well organized and calm under pressure * Strong ability to problem solve and multi task * Professional and solution orientated *Job Type*: Contract, Full-Time *Contract length*: 12 months *Location*: TMVC Head Office *Salary Range*: $23.00 -25.00 per hour We adhere to BCCDC and WorkSafe BC Communicable Disease guidelines for in the workplace Job Types: Full-time, Contract Salary: $23.00-$25.00 per hour Benefits: * Dental care * Extended health care * On-site gym * Paid time off Schedule: * Monday to Friday COVID-19 considerations: All staff are required to be fully vaccinated and show proof of this. In the Head Office Clinic all staff and client patients will need to wear face masks and practice social distancing where possible. Education: * Secondary School (required) Experience: * Administrative: 2 years (required) Work remotely: * No

Administrative Officer duties and responsibilities

Duties and responsibilities required to excel include:

  • Managing company documents by sorting, filing and delivering office memos, mail or other documents
  • Greeting customers when they enter the building and extending assistance when necessary
  • Coordinating travel arrangements for company executives by booking flights, hotels or car rentals
  • Preparing reports to help track company expenses and budgets
  • Supporting company executives with administrative tasks such as photocopying, scanning and printing
  • Maintaining an employee database and helping upper-management identify gaps in staff hiring
  • Hiring maintenance staff and working with them to fix issues with company equipment or the building
  • Scheduling and arranging company events for staff or clients

 

Administrative Officer skills and qualifications

A successful Administrative Officer candidate will have various prerequisite skills and qualifications required for the duties of this job. Some of these include:

  • Knowledge of basic computer software 
  • Organizational skills and the ability to maintain digital records 
  • Ability to prioritize daily tasks and good time management skills
  • Willingness to learn new programs or company procedures
  • Ability to take direction 
  • Ability to work independently and often without direction
  • Strong people skills and ability to help customers, clients, and employees with various needs and requests
  • Ability to multitask and take multiple requests at one time from various people

 

Administrative Officer experience requirements

It is important to look for a candidate that has prior work experience as an Administrative Officer. Ideal candidates generally should have served in the position for three years or more. It may also be beneficial to look for a candidate who has worked in a similar industry. If prior work experience is not required, be sure to list that in the job description.

 

Administrative Officer education and training requirements

A successful candidate will need to have completed secondary school. The right candidate may also have vocational training from an accredited College or University. Higher education such as a Bachelor of Arts degree would also be appropriate for the role. Alternatively, an Administrative Training Certificate may also be worth considering. Candidates with training in Microsoft Office, or other systems are generally preferred. Some applicants may already hold certification to prove how many words they can type per minute.

 

Administrative Officer salary expectations

According to Indeed Salaries, the average salary for an Administrative Officer is $21.24 per hour. This can vary depending on experience, location, or the company that is hiring.

 

Job description samples for similar positions

If an Administrative Officer isn’t quite what you are looking for, other related job descriptions include:

 

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Administrative Officer job description FAQs

 

What should you look for in an Administrative Officer candidate's resume?

When reviewing job applicants for an Administrative Officer role, it’s important to look closely at their prior experience. It would also be an advantage to hire a candidate that has related training or certification. Look for a resume that lists experience with software programs that will be used regularly in the position. 

 

What makes a good Administrative Officer job description?

A good Administrative Officer job description will list out specific job duties and responsibilities as well as detailed information about the company. The job description should also include who the immediate supervisor would be and if the role includes supervisory duties. Meanwhile, it must also include the expected working hours and location of the job.

 

How can you make your Administrative Officer job description stand out?

To make your job description stand out be sure to highlight any perks and privileges that come with the job such as free parking, an RRSP-matching program, or pension program. It can also mention vacation policies or wellness benefits. The job description must also state if the job qualifies for a performance bonus.

 

What is the difference between an Administrative Officer and an Executive Assistant?

While daily duties often change, an Administrative Officer will answer phone calls and perform other administrative tasks. They may also serve as the face of the business to customers and clients when necessary. An Executive Assistant, on the other hand, typically works with one company executive or a specific group from the leadership team. Their role is to act as the representative for that individual. Their duties can include administrative work but it typically involves answering emails on behalf of their boss or taking notes in meetings. 

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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