Administrative officer Job Description Template

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Administrative officer Job Description Template

What is a Administrative officer?

Administrative officers are responsible for managing office operations, coordinating administrative tasks, maintaining records, and supporting staff. They ensure the smooth functioning of the office environment.

A bachelor's degree in business administration or a related field is typically required. Strong organizational and communication skills are essential.

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.

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