Administrative officer Job Description Template

Use this Administrative officer job description template to advertise the open roles for free using You can use this template as a starting point, modify the requirements according the needs of your organization or the client you are hiring for.

Administrative officer Job Description Template


Job Brief

We are looking for an Administrative Officer to join our team and support our daily office procedures.

A successful Administrative Officer will act as the point of contact for all employees, providing administrative support and managing their queries. Main duties include managing office stock, preparing regular reports (e.g. expenses and office budgets) and organizing company records. If you have previous experience as an Office Administrator or similar administrative role, we’d like to meet you. Our ideal candidate also has working knowledge of office equipment and office management tools.

Ultimately, you should be able to ensure our administrative activities run smoothly on a daily and long-term basis.


  • Manage office supplies stock and place orders
  • Prepare regular reports on expenses and office budgets
  • Maintain and update company databases
  • Organize a filing system for important and confidential company documents
  • Answer queries by employees and clients
  • Update office policies as needed
  • Maintain a company calendar and schedule appointments
  • Book meeting rooms as required
  • Distribute and store correspondence (e.g. letters, emails and packages)
  • Prepare reports and presentations with statistical data, as assigned
  • Arrange travel and accommodations
  • Schedule in-house and external events


  • Proven work experience as an Administrative Officer, Administrator or similar role
  • Solid knowledge of office procedures
  • Experience with office management software like MS Office (MS Excel and MS Word, specifically)
  • Strong organization skills with a problem-solving attitude
  • Excellent written and verbal communication skills
  • Attention to detail
  • High school diploma; additional qualifications in Office Administration are a plus

What does Administrative officer do?

A day in the life of an administrative officer can vary depending on the organization and its specific needs. However, some common tasks that an administrative officer may perform on a daily basis include:

  1. Managing correspondence: This involves receiving and responding to emails, letters, and phone calls, and redirecting them to the appropriate individuals or departments.

  2. Scheduling meetings and appointments: An administrative officer often handles the calendar management for executives or team members, coordinating and organizing meetings, conference calls, and appointments.

  3. Organizing and maintaining records: This includes filing documents, maintaining databases, and ensuring the accuracy and confidentiality of records.

  4. Coordinating travel arrangements: Administrating officers often handle booking flights, accommodations, and transportation for employees who are traveling for business purposes.

  5. Assisting in budgeting and financial tasks: This may involve monitoring expenses, preparing financial reports, and processing invoices and payments.

  6. Providing administrative support: This can include drafting and editing documents, preparing presentations, and conducting research.

  7. Liaising with other departments and external stakeholders: Administrative officers often act as a point of contact, ensuring effective communication and coordination between different teams and external partners.

  8. Overseeing office operations: This includes managing office supplies, equipment, and facilities, as well as handling any maintenance or repair needs.

  9. Assisting with HR-related tasks: Depending on the organization, an administrative officer may support functions such as recruitment, onboarding, and personnel record keeping.

  10. Handling ad hoc tasks and projects: As situations arise, an administrative officer may be required to address unexpected requests, solve problems, and contribute to various ongoing projects.

It's important to note that the specific responsibilities of an administrative officer can vary widely based on the organization's size, industry, and structure.

Administrative officer Job Description Examples

Federal - Administrative Officer• Veterans Health Administration

Federal Administrative Officer Job in COLUMBIA, SC | No Government Logins | No Fees | Free Email Alerts

Read more
Administrative Officer• Centers for Disease Control and Prevention


1/5/2023 8:04:22 AM...


Atlanta, Georgia

33.7483• 84.3911


Atlanta, Georgia


Department of Health And Human Services

AgencCenters for Disease Control and Prevention

SubAgencNational Center for HIV, Viral Hepatitis, STD, and TB Prevention


As an Administrative Officer, you will: Oversee the formulation of the operating budget wh...

Read more
Fiscal/Administrative Officer• State of Connecticut - Department of Administrative Services


The State of Connecticut, Dept. of Administrative Services (DAS) is currently accepting applications for the position of Fiscal Administrative Officer, supporting the State Insurance and Risk Management Board. The State Insurance and Risk Management Board is charged with protecting the assets of the State of Connecticut through a comprehensive and cost-effective insurance and risk...

Read more
Administrative Officer• Naval Sea Systems Command

Summary You will serve as an Administrative Officer in the TEAM Ships Front Office, Program Executive Office (PEO) Ships, Naval Sea Systems Command (NAVSEA), Department of Navy (DON) for PROGRAM EXECUTIVE OFFICE SHIPS in Washington, DC. Responsibilities You will design, deploy, execute and manage all Team Ships workforce development plans and strategies. You will develop, publish, implement and...

Read more