Office Administrator Job Description Template

Use this Office 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.
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:

  1. Managing office supplies: Ordering and organizing necessary supplies such as stationery, equipment, and furniture, and maintaining inventory levels.

  2. Handling correspondence: Sorting and distributing incoming mail or emails, drafting and sending outgoing correspondence, and responding to inquiries.

  3. Organizing meetings and appointments: Scheduling and coordinating meetings, conferences, and appointments, arranging necessary facilities, and preparing relevant documents or materials.

  4. 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.

  5. Managing financial transactions: Processing invoices, expenses, and payments, preparing financial reports, and coordinating with the finance department.

  6. Managing office technology: Ensuring the smooth operation of office equipment and systems, troubleshooting basic technical issues, coordinating with IT support if needed.

  7. 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.

  8. Coordinating travel arrangements: Making travel arrangements for employees, including booking flights, accommodations, and transportation, and preparing necessary travel documents.

  9. Supporting office staff: Assisting colleagues with administrative tasks as needed, such as typing, data entry, or preparing meeting minutes.

  10. 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.