Administrator Job Description Template

Use this Administrator job description template to advertise the open roles for free using Longlist.io. 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.
Administrator Job Description Template

Job Brief

We are looking for a responsible Administrator to organize our company’s day-to-day operations. Your job will be to provide clerical support to our managers and employees and coordinate all daily administrative activities.

The Administrator should be highly organized and able to multitask with ease. The Administrator’s main tasks include managing office equipment, booking meetings and events, arranging travel and distributing mail. Our ideal candidate has experience as an Office Administrator, Secretary or relevant administrative role. You should also be familiar with office software (e.g. MS Office), including word processors, spreadsheets and presentations.

Ultimately, a successful Administrator should be able to ensure our office procedures run smoothly.

Responsibilities

  • Book meetings and schedule events
  • Order office stationery and supplies
  • Maintain internal databases
  • Submit expense reports
  • Keep employee records (physical and digital)
  • Maintain a filing system for data on customers and external partners
  • Distribute incoming and outgoing mail
  • Prepare regular reports and presentations
  • Organize, store and print company documents as needed
  • Answer and redirect phone calls
  • Make travel arrangements
  • Handle queries from managers and employees
  • Update office policies and ensure compliance with them

Requirements

  • Proven experience as an Administrator, Administrative Assistant or relevant role
  • Familiarity with office equipment, including printers and fax machines
  • Knowledge of office policies and procedures
  • Experience with office management tools (MS Office software, in particular)
  • Excellent organizational and time-management skills
  • Strong written and oral communication skills
  • Problem-solving attitude with an eye for detail
  • High school diploma; additional qualifications as an Office Administrator or Secretary are a plus

What does Administrator do?

A day-to-day basis for an administrator can involve a variety of tasks, depending on the organization and industry. However, some common responsibilities include:

  1. Managing communication: Administrators often handle phone calls, emails, and other forms of communication with both internal and external stakeholders.

  2. Scheduling and coordinating: Administrators typically arrange meetings, appointments, and travel plans for employees or executives.

  3. Filing and record-keeping: Administrators maintain records, documents, and databases, ensuring accuracy and accessibility.

  4. Financial management: Administrators may assist in managing budgets, tracking expenses, and processing invoices or payments.

  5. Supply management: They may be responsible for ordering and restocking office supplies, equipment, or other resources.

  6. Human resources support: Administrators can assist with tasks like onboarding new employees, managing timesheets, or maintaining HR records.

  7. Organizing events: They might facilitate or coordinate company events, conferences, or team-building activities.

  8. Handling administrative projects: Administrators are often assigned to specific projects, such as updating manuals, improving processes, or implementing new systems.

  9. Providing general support: They offer assistance and support to employees or teams as needed, which can include troubleshooting technical issues, providing information, or answering queries.

  10. Supervising office operations: In some cases, administrators oversee the smooth running of the office, ensuring that procedures and policies are followed.

It's important to note that the specific tasks can vary based on the organization's size, structure, and industry.

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