Office Administrator Job Description Template

Job Brief

We are looking for a reliable Office Administrator. They will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently.

The tasks of the office administrator will include bookkeeping and mentoring office assistants. The ideal candidate will be competent in prioritizing and working with little supervision. They will be self-motivated and trustworthy.

The office administrator ensures smooth running of our company’s offices and contributes in driving sustainable growth.

Responsibilities

Coordinate office activities and operations to secure efficiency and compliance to company policies
Supervise administrative staff and divide responsibilities to ensure performance
Manage agendas/travel arrangements/appointments etc. for the upper management
Manage phone calls and correspondence (e-mail, letters, packages etc.)
Support budgeting and bookkeeping procedures
Create and update records and databases with personnel, financial and other data
Track stocks of office supplies and place orders when necessary
Submit timely reports and prepare presentations/proposals as assigned
Assist colleagues whenever necessary

Requirements

Proven experience as an office administrator, office assistant or relevant role
Outstanding communication and interpersonal abilities
Excellent organizational and leadership skills
Familiarity with office management procedures and basic accounting principles
Excellent knowledge of MS Office and office management software (ERP etc.)
Qualifications in secretarial studies will be an advantage
High school diploma; BSc/BA in office administration or relevant field is preferred

What does Office Administrator do?

On a day to day basis, an Office Administrator typically performs various administrative tasks to ensure smooth operations and efficiency within the office. Some of their key responsibilities include:

Managing office supplies: Ordering and organizing necessary supplies such as stationery, equipment, and furniture, and maintaining inventory levels.
Handling correspondence: Sorting and distributing incoming mail or emails, drafting and sending outgoing correspondence, and responding to inquiries.
Organizing meetings and appointments: Scheduling and coordinating meetings, conferences, and appointments, arranging necessary facilities, and preparing relevant documents or materials.
Maintaining files and records: Creating and maintaining an organized filing system for important documents, such as contracts, employee records, financial records, and other administrative files.
Managing financial transactions: Processing invoices, expenses, and payments, preparing financial reports, and coordinating with the finance department.
Managing office technology: Ensuring the smooth operation of office equipment and systems, troubleshooting basic technical issues, coordinating with IT support if needed.
Assisting in HR tasks: Maintaining employee records, assisting in employee onboarding and offboarding processes, updating vacation or sick leave records, and organizing employee training or events.
Coordinating travel arrangements: Making travel arrangements for employees, including booking flights, accommodations, and transportation, and preparing necessary travel documents.
Supporting office staff: Assisting colleagues with administrative tasks as needed, such as typing, data entry, or preparing meeting minutes.
Ensuring compliance: Adhering to office policies and procedures, maintaining confidentiality of sensitive information, and ensuring compliance with relevant legal regulations.

Please note that the specific responsibilities may vary depending on the size and nature of the organization.

Jobs similar to Office Administrator

Office Coordinator job description

Administrator job description

Office Manager job description

Administrative officer job description

Administrative Coordinator job description

Office Assistant job description

Executive Secretary job description

Administrative Assistant job description

Office Administrator Job Description Examples

Branch Office Administrator - Purcellville, Va• Edward Jones

At Edward Jones, we help clients achieve their serious, long-term financial goals by understanding their needs and implementing tailored solutions. To ensure a personal client experience, we have located our 15,000+ branch offices where our more than 7 million clients live and work.

In a typical branch office, a financial advisor meets with clients and receives branch office support, so they c...

Office Administrator• Vaco Staffing

Vaco Denver is seeking an experienced Office Administrator to assist our valued client in Denver with office management, business team support, and legal support! This will be a 3+ month contract position allowing for hybrid-remote flexibility.Please review the job description below and apply with an updated resume...More details will be provided to qualified candidates.Summary of responsib...

Office Administrator• Spherion

Spherion Jacksonville is looking for an Office Administrator for their client near San Pablo and JTB. This person greets clients and subcontractors,.

Responsibilities...• Manage the reception area to ensure effective and professional internal and external telephone, in-person, and mail communications.• Receive and distribute mail and deliveries.• Manage catering requests, space reservations...

Office Administrator• LHH

LHH is partnering with an established law firm seeking a remote Office Administrator. This role will manage a team of up to 30 staff.• This is not a paralegal role but a true Office Administrator role...Areas of focus:

Leadership:• Responsible for the supervision, leadership and direction of all remote Attorney Specialists.• Responsible for communicating corporate initiatives and balancin...