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

*Position Title: *Office Administration *Position Location*: Kitimat, BC *Type: *Full Time *Company Background: * Western Industrial Contractors is general contracting firm that offers a complete range of pre-construction and construction services. Western Industrial Contractors prides itself on its commitment to employee welfare and client satisfaction; its performance with regard to safety, scheduling and end cost; and its commitment to quality. *P**osition Summary: * We are looking for an administrator for our Kitimat office. The administrator reports directly to the Office Manager and is responsible for all administrative functions which support the Construction Operations with minimum supervision. Job Duties include but are not limited to: · Provide overall administrative support to the management team · Responsible for daily correspondence with clients and vendors · Oversee Daily Force Accounts and Invoicing · Responsible for time sheets and submission to head office · Answer telephones and emails in a timely and professional manner · Deliver new hire orientation and assist new hires with paperwork · Update and manage project documents, schedules, and spreadsheets · Works closely with the Office Manager and all Construction personnel handling any and all administrative responsibilities as assigned · Strong communications skills with the ability to work in a fast pace environment with continuous interruptions. · Consistent utilization of commonly used computer software including; excel, word, power point · Assists with coordination and organization of department / project meetings, information sessions, and celebrations · Administers and maintains highly confidential and specialized information and records. · Exercises an in depth understanding of organizational policies, procedures and operations. · Orders and maintains office supplies and equipment for departments and projects · Other duties as assigned. *Requirements: * · Minimum of three-year experience in an role · Ability to maintain a professional and helpful attitude at all times · A strong understanding of Excel · Ability to problem solve · Valid driver’s license. Job Types: Full-time, Permanent Salary: $20.00-$25.00 per hour Schedule: * 8 hour shift Application deadline: 2022-01-23

Example 2

*The Company* Jump Services Inc. has experience well over 30 years in the HVAC industry and renovations in the Hamilton/Stoney Creek area. The company has a team of professionals that execute the highest quality of workmanship. Driven by respect, integrity and impeccable service our core values are untouched and it is the prime reason we have set ourselves apart for nothing less than superior service. *Responsibilities: * The Office Administrator is responsible for the daily operation of the business Monday to Friday. * Excellent command of English both written and oral * Answering phone lines and booking appointment on HVAC program * General knowledge of social media marketing * Perform clerical duties, such as letter and report preparation, maintaining filing and record systems * Some knowledge of QB desktop *Qualifications: * * Previous experience in administration , or other related fields * Ability to proactively problem-solve, prioritize and multitask * Strong organizational skills * Deadline and detail-oriented * Enjoys being part of a small team *Compensation, Benefits, and Perks: * * Competitive salary * Great benefit package Job Types: Full-time, Part-time, Permanent COVID-19 considerations: Office not a walk in facility -other than employees-mask, gloves and sanitizer provided Job Type: Full-time Salary: per year Job Types: Full-time, Permanent Salary: $16.00-$24.00 per hour Schedule: * 8 hour shift * Monday to Friday Experience: * Office administration: 2 years (preferred)

Example 3

*P**Osition Overview* Paisley Partners Inc., is hiring for a friendly and reliable Receptionist and Office Administrator reporting to the Director of Personal Lines. The successful candidate will be responsible for performing a number of administrative duties, which include reception and mail responsibilities for the PPI office. The successful candidate will be highly professional, and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment. This is an excellent opportunity to join a growing company that offers competitive compensation. *R**Esponsibilities: *
  • Operate switch board by answering incoming telephone calls and directing calls to appropriate internal staff.
  • Communicate directly via phone, email or in-person with internal employees and provide reliable and timely resolutions to their inquiries.
  • Communicate via phone, email, or in-person with external vendors in a professional and courteous manner.
  • Greet visitors and inform employees of visitors’ arrival.
  • Responsible for all incoming mail, which includes opening mail, scanning correspondence into our CRM system, and ensuring all documents reach the appropriate person in a timely manner.
  • Attach outbound letters to policies for mailing.
  • Ensure any deliveries or orders reach the appropriate person
  • Ensure Main Areas are clean such as reception and Kitchen.
  • Act as a backup to the Office Coordinator on building- related items and communicate to staff, when necessary, about building related information.
  • Assisting and Creating Documents Such as Submissions and Certificates (Commercial Only)
  • Creating spreadsheet for Premiums (Commercial Only)
  • Ensure that mail room and reception areas are well- maintained.
  • Assist with any office projects as needed *R**Equirements: *
  • 2 years of reception/front desk/office coordination experience
  • This is an essential services position, and the successful candidate must work from the office during the Pandemic and regular business hours from 9:00am to 5:00pm
  • Must adhere to Covid-19 laws as regulated by the Ontario Province and office protocols ensuring health and safety of all staff and
  • Professional in dress code and demeanor with strong customer service acumen
  • Strong interpersonal skills with the ability to build effective working relationships with all levels of an organization and with external stakeholders
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Team player, willing and able to adapt to change
  • Proficient in MS Office Suite (Word, PowerPoint, Excel) _Paisley is actively committed to support diversity, equity, and inclusion. We serve and recognize and respect human differences and similarities. We value the diversity of people and actively encourage women, indigenous peoples, members of visible minorities, p__eople with disabilities, and lesbian, gay, bisexual, transgender, and queer (LGBTQ2+) persons to apply._ Job Types: Full-time, Permanent Schedule: * Monday to Friday
  • 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

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