Office Administrator Job Description

The office administrator job description can be useful for professionals creating a related resume. The Office Administrator is responsible for managing the day-to-day operations of the office. This includes overseeing administrative tasks such as answering phones, responding to emails, scheduling appointments, and maintaining records. This person may also be responsible for managing staff schedules and ensuring that all employees are aware of their responsibilities. The role requires excellent organizational and communication skills, as well as the ability to work independently and prioritize tasks effectively. The information found below includes the tasks that someone in an administrative role may perform or be asked to perform, depending on the job position target.

Alternate job titles:

Office Director, Office Manager, Administrative Staff Manager

Common Job Duties - Office Administrator

Statements of Responsibility

– Manage and maintain office supplies and inventory.
– Oversee and manage office operations and procedures.
– Greet and assist visitors, clients and staff in a professional and friendly manner.
– Answer, screen and direct incoming calls and emails to the appropriate personnel.
– Coordinate and schedule meetings and appointments.
– Assist in preparation and distribution of internal and external communications.
– Perform general administrative tasks such as filing, scanning, copying and faxing.
– Manage and maintain office equipment such as printers, copiers and scanners.
– Process and reconcile invoices and expense reports.
– Conduct research and provide reports on various office-related topics.
– Manage travel arrangements and accommodations for staff and executives.
– Create and update databases, records and reports.
– Monitor and maintain office budgets and expenses.
– Organize and maintain electronic and paper filing systems.
– Coordinate and manage office events and functions.
– Manage and maintain office security and safety procedures.
– Train and onboard new staff members on office procedures and policies.
– Develop and maintain strong relationships with external vendors and partners.
– Act as the primary point of contact for building management and maintenance.
– Develop and maintain office policies and procedures.
– Manage and distribute incoming and outgoing mail and packages.
– Assist with special projects and initiatives as needed.
– Handle confidential and sensitive information with discretion and professionalism.
– Collaborate with cross-functional teams and departments as needed.
– Provide general administrative support to the office and staff members as needed.

Common Job Skills - Office Administrator Job Description

Statements of Expertise

– Excellent oral and written communication skills
– Detail oriented and works with a high degree of accuracy
– Highly organized and flexible
– Ability to multitask and meet changing deadlines
– Must be self-directed and able to complete projects with limited supervision
– Maintains staff confidentiality
– Working knowledge of email, scheduling, spreadsheets and presentation software

Office Administrator Job Requirements

Experience Required

– 2 years or more related experience
– Minimum: High School Diploma
– Preferred: Associates Degree or Higher

Office Administrator Jobs - Who Employs?

Description of Company

A variety of companies employ office administrators, including but not limited to:

1. Small businesses
2. Corporations
3. Non-profit organizations
4. Government agencies
5. Educational institutions
6. Healthcare facilities
7. Law firms
8. Accounting firms
9. Real estate agencies
10. Advertising and marketing agencies
11. Consulting firms
12. Financial services firms
13. Technology companies
14. Retail companies
15. Hospitality companies.

In short, any company that has an office or administrative function will likely employ office administrators.

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