Office Administrator Job Descriptions

Create Office Administrator job description, or find job description examples you can re-use to hire fast.

Office Administrator Job Description

An office administrator is tasked with managing the administrative jobs that allow an office to function. This can involve a wide variety of tasks, which means that successful candidates will be able to demonstrate several different skill sets.

Office administrators may be asked to greet clients, direct them to meetings, and follow-up with them via email or phone. They may also need to manage equipment and supplies or even perform bookkeeping tasks like invoicing and budget tracking.

Office Administrator Job Description Template

Our office is looking to hire a skilled and reliable office administrator. The administrator will be tasked with providing support to our existing staff. This support may involve a variety of tasks and may vary from day-to-day. Accordingly, qualified candidates will possess the ability to multitask as well as the ability to manage competing priorities.

As our office administrator, your role will include clerical duties, such as coordinating calendars, organizing meetings, and communicating with clients. Your role will also require you to handle bookkeeping tasks like invoicing and account management. You may also need to mentor office assistants and interns as needed.

Qualified candidates will have previous experience in a similar role. You will also need to have demonstrated excellent written and verbal communication skills as well as the ability to be detail-oriented.

Office Administrator Responsibilities:

  • Manage in-office client interactions
  • Follow up with clients via email and phone
  • Create and manage records for personnel, financial, and other types of data
  • Track, order, and manage office supplies and equipment
  • Create and manage travel arrangements for staff
  • Support budgeting and bookkeeping procedures
  • Performing other relevant duties as needed

Office Administrator Requirements:

  • Previous experience as an office administrator or in a similar role
  • High school diploma, or a Bachelor’s degree in business, administration, or a related field
  • Proven superior communication skills
  • Knowledge of MS Office products and other management software
  • Professional demeanor and appearance
  • Familiarity with office procedures and basic accounting principles

Office Administrator FAQ:

What does an office administrator do?

An office administrator handles the administrative tasks that allow an office to function efficiently. This includes client interactions, schedule management, inventory management, and other tasks as requested by existing office staff.

What are some other words for an office administrator?

If you’re going to advertise your office administrator position online, it’s worth using a few variations of “office administrator” in that posting. Doing so will help you attract more candidates. With that in mind, both office manager and office coordinator can be used interchangeably with office administrator.

What should I include in my office administrator help wanted ads?

When creating a job posting for a new position, the most important thing your company can do is to be descriptive. Your goal should be to provide as much information about the job as possible. This starts with a strong and clear description of what the work entails, similar to what’s written under the above section entitled “office administrator job description template”.

You should also make it clear what you expect candidates to do and the qualifications you expect them to have. Doing this will help you attract more qualified candidates as only those who meet at least the majority of your stated preferences will apply for the position.

Can I customize your office administrator job description sample?

Yes, you can use our template as a starting point for your own office administrator position. However, make sure to customize it with as many unique details as possible. 

Your office administrator position may have responsibilities or requirements that aren’t listed here. Be sure to include those so that you can attract as many qualified applicants as possible.

Frequently Asked Questions about hiring a Office Administrator

What is the best way to find and hire a Office Administrator near me?
Online job boards are the best place to find qualified Office Administrator applicants. Employers posting their Office Administrator job on Indeed get about 10 applications from that board on average.
Which job boards should I post on to find Office Administrator applicants?
You should post to multiple job boards at once. The most successful job postings for a Office Administrator are on Indeed – but on average, employers post to 9 boards at the same time, using tools like Workstream. Publishing to multiple job boards at once helps you get your first applicant in 22 hours on average, which is shorter than the national average for Office Administrator positions.
What's the best way to communicate with applicants looking for a Office Administrator role?
SMS has 94% open rates which is higher than phone call or Email. Text to hire today!
Is it OK to text Office Administrator job applicants?
Hourly paid workers, such as Office Administrators are actually more engaged when texting about jobs. We have found that text messages are 188% better than email at getting an applicant's response. Have a look at Workstream, which automates the process of texting and uses a phone number specifically assigned to your job post so you don’t have to use your personal phone.
Can I use a different phone number to engage Office Administrator applicants via text message?
Yes, tools such as Workstream provide custom phone numbers that allow employers to engage with applicants through their tool without having to use a personal or business cell phone.

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