Hire Office Administrators
Hiring an office administrator may be perceived as a non-essential role for startups and small companies. However, as businesses begin to scale and become larger, one will find that an office administrator will be an incredible addition to the workplace. This role could be likened to a CEO’s second set of eyes in the workplace. From administrative tasks to dealing with internal and external clients, the office administrator ensures that the daily operations of an office run smoothly and efficiently.
The process of hiring an effective office administrator begins with drafting an enticing and compelling job description that evokes both curiosity and excitement to job seekers. To hire an office administrator, it is first and foremost important to highlight the role’s importance in a company’s daily operations. Job seekers must be able to picture themselves working for your company through the details provided in the job description.
An office administrator wears many hats. For an office to run its daily operations optimally, the essential needs of the employees should be met. An office administrator is typically the first person an employee will look for to find a solution to any concern. Is a printer not functioning properly? Does somebody need extra office supplies for a task? Are there potential clients coming in for an office visit? The office administrator is the point person for these concerns.
Under the scope of work of an office administrator are a combination of administrative work, office culture building, and client relationship management. Administrative tasks include management of all forms of correspondence to the company like letters, emails, parcels, supervising members of the administrative staff, tracking and replenishing office supplies so as not to interrupt the day to day operations, and handling minor financial transactions such as rental payments and deposits. Additionally, the office administrator collaborates with the office maintenance staff and external vendors in making sure that the company office equipment such as machines, computer systems, and office facilities are all functioning well.
Moreover, an Office Administrator may also work closely with Human Resources in building and maintaining a great work culture and environment. Tasks may include team building activities, rewards and recognition practices, and even managing employee complaints and grievances that may arise.
Is the company planning to host prospective external clients and partners for a company event? A competent office administrator can take care of the details like hotel bookings, event requirements, and catering.
In hiring for the role, it is best for hiring managers to be as detailed as possible regarding the responsibilities of the office administrator. The key is to convey job expectations clearly and concisely and to make potential applicants feel excited to apply.
Skills and Qualifications
The ideal candidate for an office administrator is a person who possesses a passion for serving others and is not afraid of challenges. Excellent communication and interpersonal skills are great to have since the role will entail conversing with company employees and external contractors. Leadership, time management, and organizational skills will come in handy each day as needs may arise. Knowledge of office software systems such as Microsoft and Google, as well as prior experience in customer service or office management are a plus.
Hiring managers have the prerogative to decide on the educational background qualifications of the role. While a high school diploma or GED may be the minimum qualification for most companies, a Bachelor’s degree or higher education may be required, depending on company policy.
With all the responsibilities of an office administrator, this role may seem daunting to job seekers. However, a wonderfully crafted job description and a customer-centric recruitment process will be key to hiring a fantastic office administrator for your company.