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Office Administrator Job Description: Top Duties and Qualifications

An Office Administrator, or Office Admin, supports the technical logistics in an office space. Their duties include creating processes, overseeing administrative operations, improving office services, and implementing communication procedures.

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What does an Office Administrator do?

An Office Administrator ensures employees have the proper support to work efficiently. Office Administrators work in the background to ensure the workplace runs smoothly. Their day-to-day job typically revolves around various clerical tasks, including bookkeeping, organizing files, and processing payroll. In addition to answering the phone and coordinating calendars, Office Administrators are often the first person internal employees and visitors meet, so they must be able to perform many basic customer service tasks.

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Office Administrator Job Description Examples:

Example 1

IN-Canada Applicants ONLY

We are seeking an Office Administrator to join our growing company. The ideal candidate will have a minimum of 1-year of experience preferably in an office setting where client/case-specific tasks are performed. This will be a Full-Time position.

We take pride in the good-spirited workplace we provide to our Employees.

Flexibility and a strong willingness to learn will be an asset.

The employee will be reporting to the Manager of Operations

Tasks include the below, but are not limited to:
  • File management from start to finish
  • Counseling on the Client within the professional scope
  • Scheduling Consultation Dates, other appointments, etc.
  • Drafting and preparing correspondence
  • Legal document preparation. (We will train you)
  • Maintaining an in-house correspondence system
  • Assist the other Team Members as required
  • Responding to client inquiries.
  • Manage reception as and when required.
  • Implement and participate in marketing activities.

    The ideal candidate will have the following qualities:
  • Very comfortable with handling telephonic conversations with clients and potential clients.
  • Detail-oriented, with superior organizational skills and the ability to prioritize
  • The ability to excel in a fast-paced environment
  • Excellent English Skills - Reading, Writing, and Speaking
  • Ability to work independently as well as within a team
  • Willingness to take on tasks as needed
  • Above-average MS Excel, MS Word, and MS PowerPoint skills are MUST.

    Familiarity with Canadian Education System (Canadian Secondary and Post Secondary Education will be an added advantage) as the company is involved in advising on those topics.

    There is NO mandatory requirement of being bilingual.

    We appreciate all the applicants but only selected candidates will be contacted.

    NO Phone Calls, please.

    Salary will be based on the Experience, Skills, Education, and Performance during the Interview. Excellent benefits package.

    Job Type: Full-time

    Salary: $20.00-$24.00 per hour

    Benefits:
  • Company events
  • Dental care
  • Extended health care
  • Life insurance
  • On-site childcare
  • Vision to Friday

    • Example 2

    Our medical walk in clinic is growing and we are looking to hire a part-time medical office administrator to join our team. This position is for permanent employment and involves day and/or evening and weekend work.

    No experience is required but strongly preferred.

    You must be a team player, have excellent command of both written and spoken English, have attention for detail and LOVE to help people. You MUST be available to work both evening and weekend shifts. Flexibility in shifts is a must. We are willing to train the right candidate. Good position for university students pursuing healthcare field. Listed wage is commensurate on experience and may change.

    You must be fully vaccinated against COVID19 due to front office health care setting position. Please forward resume and cover letter to our email. Please do not come to clinic to drop off resumes. We are looking forward for you to join our team!

    Job Types: Part-time, Permanent
    Part-time hours: 20-30 per week

    Salary: From $17.00 per hour

    Additional pay:
  • Bonus pay
    Benefits:
  • Casual dress
  • Company events
  • Discounted or free food
  • On-site parking
  • Store discount
    Schedule:
  • Day shift
  • Evening shift
  • Every Weekend
  • Weekend availability

    Application deadline: start date: 2022-07-11

    • Example 3

    Xyna International School is a private High School and an authorized Testing centre for Celpip, CAEL and IELTS Examination services. We are looking for energetic, smart, and trustworthy candidates to work as OfficeAdministrator to represent the institution in a professional manner during any assigned tasks from Senior Management Staff.
    This is a full time position, 30-35hours per week. Days required to work are five days a week especially during weekends. Candidates should be available for six to eight hours on assigned days.

    General Responsibilities & Duties:

    1. Drafting and responding to emails and website messages or inquiries.

    2. Reception area management: greeting and ushering clients and/or test takers.

    3. Handling and managing phone calls: answering customer service inquiries and returning phone calls.

    4. Reporting to 2-4 Senior Management Staff and completing assigned tasks efficiently, accurately, and timely.

    5. Paper management: Handling, printing, sorting, organizing, and filing printed and confidential materials and information.

    6. Handling and securing digital files and systems.

    7. Acting as a liaison between candidates, and all office staff and invigilators.

    8. Do other assigned tasks and responsibilities as required.

    9. Maintaining satisfactory relationships with all clients, acting as their go-to for all questions, issues and requests.

    Details of job will be discussed in person as well.

    Essential Qualifications, Skills, and Attributes:

    � Minimum of one year Administrative experience required.

    � Canadian citizen or permanent resident applicants only.

    � Experience working in an IELTS Test Centre and/or Celpip and CAEL Test Centre is an asset.

    � High level of professionalism, reliability, and strong adherence to confidentiality of secured materials and information.

    � Excellent level of English communication skills (verbal and business writing), ability to communicate well under pressure.

    � A valid Ontario Driver's License is must. Flexible to travel to different test venues.

    . Candidate with English or Science background preferred.

    Job Type: Full-time

    Salary: $16.00-$18.00 per hour

    Schedule:
  • 8 hour shift
  • Weekend availability

    Education:
  • Bachelor's Degree (preferred)

    Application deadline: start date: 2022-06-28

    • Office Administrator duties and responsibilities

    An Office Administrator’s duties and responsibilities can change depending on the workplace or industry. The main task of an Office Administrator is to keep the office functioning. The important duties for the job and responsibilities needed to excel for an Office Administrator are: 

    • Booking flights and arranging travel for company executives
    • Filing important documents, such as reports, meeting notes, emails, and letters
    • Processing and filing invoices
    • Overseeing office supplies and services, including restocking supplies, relocating employees to new areas, setting up desks and equipment for new hires, arranging parking permits for employees, or creating important office forms
    • Supporting bookkeeping and budgeting services
    • Aiding correspondence for the office, such as emails, letters, packages, and phone calls
    • Updating of office records and databases that contain personnel, financial, and office data
    • Ensuring availability to help colleagues and employees where necessary

    Office Administrator skills and qualifications

    A successful Office Administrator candidate will have various prerequisite skills and qualifications depending on the size of the company and the specific industry. An Office Administrator must be dedicated and dependable. Some skills typically listed on a job description for an Office Administrator include: 

    • Organizational skills to assist multiple employees at one time with various tasks
    • Knowledge of basic computer programs and basic typing abilities
    • Communication skills, like having a pleasant demeanour and the ability to work with various types of personalities within an office setting
    • Attention to detail to submit work or send communications without error
    • Adaptability and flexibility to adjust priorities for whatever task is most important at any given time
    • Ability to handle sensitive information
    • Leadership skills to take control of a situation and make quick decisions when necessary

    Office Administrator experience requirements

    When hiring an Office Administrator, asking for one to two years of experience is typical. Larger organizations may ask for five years or more. If training is provided, prior work experience is not typically required as long as the job applicant has many of the basic soft skills.

    Office Administrator education and training requirements

    Although a high school diploma is the most basic education requirement, employers commonly ask for higher education degrees when hiring an Office Administrator. Post-secondary degrees in business administration, secretarial studies, or industry-related areas showcase the applicant’s professional abilities. Certifications in project management and industry-related areas are beneficial.

    Office Administrator salary expectations

    According to Indeed Salaries, the average salary for an Office Administrator is $20.74 per hour. The salary can differ depending on experience, location, or the company.

    Job description samples for similar positions

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

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    Office Administrator job description FAQs

    What should you look for in an Office Administrator resume?

    An Office Administrator is expected to keep an office running smoothly. Look for previous experience that includes some of the key responsibilities, such as filing important office documents, signing for parcels, answering the phone, keeping up office supply inventory, and paying invoices. When previous experience isn’t required, try to seek out the soft skills required for the role, like communication and customer service.

    What makes a good Office Administrator job description?

    A good Office Administrator job description will list the day-to-day duties so the applicant can get a good sense of what they will be doing in their role. It should also list the necessary experience, education, and skills so applicants can determine if they’re qualified. Detailed job descriptions help target the right match.

    What qualities make a good Office Administrator?

    An Office Administrator needs to have excellent time management, organizational, communication, problem-solving, computer, and interpersonal skills. They also need to be able to work in a fast-paced environment. An Office Administrator should be resourceful and work independently when required.

    What is the difference between an Office Administrator and an Executive Assistant?

    An Office Administrator is responsible for a wide range of administrative and office-related tasks. This typically means overseeing the office and working with various employees. An Executive Assistant supports specific executives or company personnel. Executive Assistants also represent their executive at certain functions or company meetings, so they need to be aware of the specifics for their particular department at all times.

    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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