Administrator Job Description: Top Duties and Requirements

An Administrator, or Office Administrator, offers support to an individual employee or business by performing office tasks. Their duties include answering telephones, filing letters and documents, directing visitors and answering customer questions.

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Administrator duties and responsibilities

An Administrator is responsible for organizing business documents and maintaining diaries for managers or other professionals. Other duties and responsibilities may include :

  • Answering incoming calls professionally and redirecting them where appropriate
  • Taking accurate minutes at company meetings
  • Monitoring and ordering stationery and other office supplies
  • Reviewing and coordinating office procedures to ensure that company policies are being met
  • Establishing and maintaining an effective filing system for letters, reports, minutes, and other documents
  • Ensuring accurate record-keeping in data entry systems, such as appointments in diaries
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Administrator Job Description Examples:

 

Example 1

Description The part time Branch Administrator will provide the support, training and assistance to real estate agents allowing our agents to be successful in their role. This individual must be extremely detail oriented, able to work in a fast paced environment while providing exceptional customer service and a helping hand. This role will be working at the Barrie branch Monday to Friday from 4pm till 8pm with some Saturdays from 10am-4pm. Right at Home Realty (RAHR) is an enviable Canadian success story. Privately owned and operated since its inception in [phone number], RAHR has expanded at a phenomenal rate to become Canada's largest independent real estate brokerage. Named the number one brokerage by sales volume in the Greater Toronto Area for the past seven consecutive years, RAHR today supports over 5,300 real estate sales agents operating out of eleven branch offices across the GTA, Barrie, and Ottawa. RAHR was founded upon the premise that real estate sales agents would be attracted to the brokerage's unique business model that allowed them to retain 100% of their sales commission, paying a modest all-inclusive monthly fee for administrative, sales and marketing support, and a fixed transaction processing fee. Receive inbound calls and emails from agents and answer general administrative questions Communicate with agents, Deal processing department and Accounting department Sort and distribute received fax and mail on a timely basis Collect deposit cheques from agents/buyers and prepares receipts Prepare bank deposits for real estate trust, commission and general account Complete listing validations verification Uploading listings to TREB/MLS & communicating with RECO and TREB Help agents with deal processing paperwork and make sure they are following the proper procedures Assist managers with signing up new real estate agents Issuing office keys and security pass cards to realtors when needed General upkeep at the office and agent workstations Other duties as assigned by Manager Requirements: Experience in real estate an asset Knowledge of Lonewolf, Brokerwolf, TREB and MLS an asset Outstanding customer service skills with ability to operate calmly and efficiently Excellent computer skills, including Microsoft Suite Independent worker and team player Excellent communication and interpersonal skills Superior problem solving skills with a high level of attention to detail and fine tuned organizational skills Ability to handle a very fast paced office environment Right at Home Realty Inc. is an equal opportunity employer committed to fostering a diverse and inclusive work environment. We consider all qualified applicants and will meet the needs of those requiring reasonable accommodations. Qualified applicants must hold appropriate citizenship or documents permitting them to reside and work in Canada.

Example 2

T&T Power Group is a Canadian based firm providing intelligent Power Generation, Distribution, and Application products and services. We have an elite service and production team, an unbelievable atmosphere and an unparalleled focus on customer satisfaction. From Sea to Sea, clients across Canada have used T&T power Group for our consultative knowledge, our experienced and dedicated services, and our willingness and determination to solve problems and see things through to the end. We offer our products and services to a number of market sectors including Power Generation, Oil and Gas, Water and Wastewater, Healthcare, Aerodromes, Educational Facilities and Industry. What impact will you have? You'll become an important member of a growing, fun loving, hardworking, and determined team. If you hold yourself to high standards, your impact will be significant, and it will be immediate. You'll fit right in. *IT Manager Key Requirements and Responsibilities: * * Responsible for management of all on-prem and cloud infrastructure, including networking, servers, and deployment of end-user hardware. * Effectively manage helpdesk staff. Establish standard procedures and help them improve their technical skills. Produce concise, up-to-date documentation for users and IT staff. * Configuration/deployment/management of Windows servers in a multi-site on-prem/cloud hybrid infrastructure * Configuration of mobile and site-to-site VPN connections (IPSec and/or OpenVPN) and related security considerations (subnets, VLANs, translation of conflicting subnets, etc.) * Deployment and management of Wi-Fi networks. Experience with Ubiquiti products preferred * Management of computing resources including physical servers, virtual machines, and cloud instances. Ability to identify resource requirements and relocate services/resize instances as required. Experience with Docker and Linux are strongly preferred * Ability to write PowerShell scripts to assist with management of Windows servers, Active Directory and O365 services * Management of Microsoft Office 365 licenses and services, including migration of external e-mail systems and tenant-to-tenant O365 migrations *Our Values: * *Culture: *We focus on our people. *Flexibility: *We adapt and adjust *Innovation: *We learn and improve every day *Service: *We serve our customers and each other *Growth: *We believe individual growth will support the growth of our business *General Requirements: * · Exceptional analytical and troubleshooting skills · Attention to detail and accuracy · Excellent interpersonal and communication skills · Ability to work well independently and as part of a team · Prioritization and time management skills · Excellent oral and written communication skills · Occasional off-hours work to meet IT system demands We need people who want to join our amazing culture and become a part of the team. We need you to want to do this and do this well. We need someone who is prepared to come into our company, and make a difference. We’re counting on you to lead your team to success. Must sign Company’s standard confidentiality and non-solicitation agreements. Must be health and safety conscious. *And most Importantly... YOU MUST be willing to work hard, have fun, and immerse yourself.* We’d like to thank all who apply, however, only *superstar candidates* will be chosen for an interview. T&T Power Group is an Equal Opportunity Employer who values workplace diversity and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. Job Types: Full-time, Permanent Salary: per year Benefits: * Casual dress * Extended health care * Life insurance * On-site parking * Paid time off * RRSP match Schedule: * Day shift * Monday to Friday * No weekends Application question(s): * Networking skill level: * Linux skill level: * Docker skill level: Education: * Bachelor's Degree (preferred) Experience: * Information Technology: 1 year (preferred) * MSP: 2 years (preferred) * Internal IT: 3 years (preferred)

Example 3

*Guest Services Administrator/Front Desk Associate* *Position Summary* We are looking for Guest Service Administrators with exceptional interpersonal, communication and administrative skills, along with a great personality, a can-do attitude and the desire/passion to contribute to company growth. The ideal candidate must be flexible and open to working flexible schedules that will include evenings and weekends to meet clinic's operation needs. If you have exceptional interpersonal, communication and administrative skills, along with a great personality and a can-do attitude and the desire/passion to contribute to company growth, then we look forward to hearing from you. *HOURS OF Operation: * Monday – Friday 9am – 9pm Saturday – Sunday 9am - 5pm Massage Addict is Canadian owned and Canada’s first and largest membership-based massage therapy provider with over 95 clinics currently open nationwide. Massage Addict offers a membership program, which allows members to enhance health through regular massage therapy. * Provide outstanding client service; answering telephone calls and booking appointments * Welcome clients by greeting and orienting them to the Clinic upon arrival * Maintain a working knowledge of all Massage Addict services * Provide administrative support to the Clinic; forms and documentation for new and existing clients * Maintain a safe and clean reception area by complying with clinic operating procedures; cleanliness of the clinic guest-facing areas, including the reception area and treatment rooms. *Requirements & Qualifications* * Experience within a service oriented environment with a focus on administration and providing a high level of client * Superior verbal communication and telephone skills * Professional, good energy, calm, patient and friendly with great people skills * Excellent organization and multitasking skills and the ability to work in a fast paced environment * Proficient in Microsoft Office applications; spreadsheet, word processing and calendar management * Access to reliable transportation. *WHAT WE OFFER* * Professional, fun environment with a passionate team of colleagues * Health benefits (for Full Time only) * Hourly wage plus commission If you meet our requirements and have related experience, talent and are looking to work in an upbeat environment then Massage Addict is the place for you! We thank all applicants but only those qualified will be contacted. Expected start date: [phone number]01-05 Job Types: Full-time, Part-time, Casual Salary: $15.00-$20.00 per hour Additional pay: * Commission pay * Overtime pay Benefits: * Company events * Dental care * Extended health care * Flexible schedule * On-site parking * Store discount * Vision care * Wellness program Schedule: * 10 hour shift * 8 hour shift * Day shift * Holidays * Monday to Friday * Night shift * On call * Weekend availability COVID-19 considerations: Masks required, thorough sanitization, staff and client screening Experience: * administrative assistant: 1 year (preferred) * receptionist: 1 year (preferred) Work remotely: * No

What does an Administrator do?

Administrators ensure the smooth running of an office by being the first point of contact for general telephone inquiries. Additionally, they are responsible for typing important documents such as meeting minutes or official letters, and organizing paperwork in a filing system so it can be easily located. In a large or busy office, an Administrator oversees the work carried out by Office Assistants and other Administrative Support Staff.

Administrators typically respond to email inquiries. They are expected to redirect messages to the appropriate person or department through their good understanding of how the business operates. Administrators are sometimes expected to help out other members of staff to locate documents or resolve common office problems.

Administrator skills and qualifications

Administrators need to be proficient in Microsoft Office and other similar program packages. An Administrator also gains an advantage in being an effective communicator over the telephone, in writing, and in person. Other important skills for an Administrator include:

  • Ability to use common computer software packages and online applications
  • Accurate handwriting and word processing abilities
  • Capacity to work as part of a team of office employees in a busy environment
  • Ability to meet deadlines while ensuring high standards of accuracy
  • Ability to follow instructions provided by Managers or other senior members of staff
  • Willingness to assist Administrative Assistants to resolve problems and learn how to follow company procedures

Administrator experience requirements

Candidates for an entry-level Administrator position may have experience as an Office Assistant or in a similar secretarial position. Administrators expected to fulfill a more complex role, such as managing administration of a large office, should have two or more years of work experience. They should also demonstrate a record of being an organized, reliable, and punctual employee.

Administrator education and training requirements

You may prefer to hire an Administrator with a university degree or college diploma, but candidates with a high school diploma can also succeed in the role. Relevant qualifications include business administration or secretarial studies. An Administrator candidate may also demonstrate their proficiency with business application software, or have training certificates from a private company or college.

Administrator salary expectations

According to Indeed Salaries, an Administrator earns on average $20.58 per hour in Canada. This amount may vary depending on a person’s experience and the range of their responsibilities in the company.

Job description samples for similar positions

If an Administrator isn’t what you’re looking for, take a look at related job description samples including:

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Administrator job description FAQs

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

Both an Administrator and an Office Manager are often responsible for similar clerical tasks. However, the responsibilities of an Office Manager are usually more wide-ranging. They are typically tasked with supervising junior staff members, writing reports or reviews of business performance, and hiring new employees. Office Managers may sometimes fulfill the role of an Administrator, especially in smaller businesses. However, in a larger office, an Office Manager may oversee the work of one or more Administrators.

What should you look for in an Administrator resume?

If the candidate is an experienced Administrator, their resume should have examples of the work they have done in previous roles. For example, an Administrator may explain that they helped introduce a new filing system, or developed a new record-keeping procedure. The resume of an entry-level Administrator may focus more on showcasing skills the candidate will need to succeed in the role. They may include examples of their organizational abilities or talk about how they demonstrated their reliability in a previous job. Additionally, they may mention how they trained or supported Administrative Assistants.

Does an Administrator have different responsibilities depending on the industry they work in?

Generally, an Administrator performs similar tasks regardless of the industry. Exceptions to this include Administrators working for a legal firm or medical practice. In these cases, there are specific regulations and procedures they will follow to comply with legal requirements and patient confidentiality. If your business is in one of these areas, you should require candidates to display relevant knowledge and experience.

Job Description Examples

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