Office Administrator Job Description: Top Duties and Qualifications

An Office Administrator,  or Office Manager, performs various types of administrative functions in an organisation. Their duties include designing office workflows, supporting other Office Managers and department heads and serving as the first point of contact between the company and its customers, vendors and visitors. 

 

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Office Administrator duties and responsibilities

Office Administrators are responsible for several functions in an organisation, but their main responsibility is to assist staff and customers for seamless business operations. Some of their duties include:

  • Managing the reception area, including welcoming customers and guests
  • Managing company correspondence, including phone calls, emails, letters and packages
  • Handling bookkeeping, budgeting and billing cycles for the business
  • Organising meetings, scheduling appointments and overseeing catering during company events
  • Supervising administrative staff, designing office workflow, assessing staff and providing feedback to improve internal performance 
  • Performing data entry roles, including updating records and databases for personnel, financial and legal information
  • Managing inventory of office supplies, including stationery and multimedia equipment to ensure smooth office operations
  • Creating travel itineraries for business executives, employees and company events

 

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Office Administrator Job Description Examples:

 

Example 1

_Office/Sales Administrator _ MyWorkwear are looking for a highly motivated and hardworking administrator to join our fantastic office team. You will be responsible for delivering excellent customer service whilst dealing with incoming enquiries from our customers in a prompt manner. *About Us* MyWorkwear is one of the UK’s leading suppliers of embroidered and printed clothing. Based in Telford, Shropshire, our skilled team produce thousands of garments per week, supplying companies, large and small, from across the UK. We use state of the art embroidery and heat transfer machines to brand uniforms for clients as diverse as Vimto, Oxford University and the NHS. With over 40 years experience in the industry, our office and production staff pride themselves in their knowledge of workwear and uniforms. As a small friendly team, we aim to provide the highest level of customer service, quality products and great value every day, by putting our customers' needs at the heart of everything we do. At MyWorkwear we aim to provide a fantastic working environment for all our staff. We strive to be a friendly and inclusive workplace and have a diverse team of people who share a passion for providing excellent service and quality workwear. We actively encourage on the job training, with our longer serving team members always happy to share their extensive knowledge, and are open to supporting career development through other routes such as Our aim is for MyWorkwear to be a place where people want to come to work and given some team members have been with us for over 30 years, we think it may well be true. *About the role * We will provide training so you will become knowledgable of workwear, embroidery & print so you can advise our customers, by phone and email, of the best solutions to suit them. You will receive orders by phone and email and place them on our systems, ensuring high levels of accuracy and attention to detail. You will process incoming orders, deal with order issues and support our production team with any order related enquiries they have as well as sometimes supporting our sales and management teams with administration based duties. *About you* Experience within an administration role along with proficient IT skills is required. We are looking for an individual who is committed to providing excellent customer service and who thrives in a busy, high pressurised environment. Ideally, you will be extremely polite, friendly, organised, confident, have great attention to detail and be willing to go that extra mile. Job Types: Full-time, Permanent Salary: From £18,500.00 per year Benefits: * Company pension * Employee discount * On-site parking Schedule: * 8 hour shift * Monday to Friday Experience: * administration: 1 year (preferred) Work remotely: * No

Example 2

Manor Leas Junior Academy, Hykeham Road, Lincoln, LN6 8BE Contract: Term time only, three days per week (18.75 hrs per week) Salary Scale: G3:6 £18,562 pro rata (£8009.92) Reporting to: Nicky Hodgson, School Business Manager Anticipated Start September 2021. Due to the semi-retirement of our current post holder, we are looking for a new enthusiastic team member to join us within the admin team at Manor Leas Junior Academy. Core duties and responsibilities: To assist the administration team in the provision of clerical and administrative duties, including, filing, word processing, reprographics, data input, website updating. To assist in the compilation of reports, records and assessment of data as may be required by the school, governors, education authority or Department for Education. To input and extract data onto Integris, PS Financials and other software as required. To carry out telephone, reception and messenger duties. To liaise with parents/carers, via telephone, email and face to face. To assist in the arrangement of routine school activities such as medical/dental appointments, school photographs and parent’s evenings. To process purchase orders and to ensure that all orders placed are received correctly. Obtain best value for money on all orders. To arrange repairs and services for the academies buildings as required. To liaise with parents/carers as directed regarding issues relating to individual pupils, including the investigation of absences. To analyse and produce attendance reports, and collate and file attendance data. Liaise with the SBM/Headteacher regarding attendance records, bringing any attendance concerns to their attention promptly. Co-ordinate new starters/leavers paperwork, including liaising with the local authority and local schools. Ensure all transition paperwork is completed in a timely manner. This list of duties is not exhaustive, and may include other duties commensurate with the job grade. All applications must be made via our academy application form which can be found on our wesbite - Closing Date for Applications Tuesday 29 June 2021 Interview Date - w/c 5 July 2021 (may be subject to change) All school staff have a responsibility to safeguard and promote the welfare of children and young people within the school. In accordance with Part 7 of the Immigration Act 2016 (Fluency Duty), the ability to converse at ease with customers and provide advice in accurate spoken English is essential for the post. When interviews do take place the school will contact you directly. When interviews are taking place schools will follow all Government and Public Health England Guidelines. Lincolnshire County Council is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. All shortlisted candidates will need to verify their eligibility to work in the UK at interview.

What does an Office Administrator do?

 Office Administrators maintain communication with internal and external parties in an organisation, organise meetings and perform record-keeping functions. They also maintain file systems, organise company events, schedule appointments, manage the reception area and oversee expenses and adhere to billing cycles. They perform general accounting functions and conduct research. In some cases, an Office Administrator may be required to operate equipment and do some manual tasks to support office activities. 

 

Office Administrator skills and qualifications

A successful Office Administrator candidate will have various prerequisite skills and qualifications needed for their duties, including:

  • Exceptional leadership, organisational and time management skills
  • Presentation skills and customer services knowledge
  • Outstanding verbal and written communication skills
  • Basic knowledge of accounting procedures such as bookkeeping and other general financial procedures 
  • Proven experience in a related role such as Office Assistant, Receptionist or other relevant position
  • Knowledge of computer programs used in daily office administration functions such as word processors, spreadsheets and specialised office management tools
  • Proficiency in filing and paper management, including the ability to manage business correspondence and the ability to handle confidential information
  • Excellent problem-solving skills, the ability to research and an aptitude for helping other people

 

Office Administrator experience requirements

The most qualified Office Administrators often have a deep understanding of the company’s policies and how to implement them to ensure efficient business and office operations. The right candidates will be proficient in standard computer applications used in the company and should also be experienced with the general and legal procedures of the office. Employers can also consider experienced Receptionists and Office Assistants who have not worked in an Office Administrator role for this position. 

 

Office Administrator education and training requirements

Office Administrators require at least a bachelor’s degree in office administration, business administration, business management, operations management or related disciplines. Candidates with a degree in clerical studies or finance can also apply if they have proven experience in a related role such as an Office Assistant or Receptionist. Candidates also need a solid background in customer service, file management, record keeping and a knowledge of business accounting. 

For specialised roles, Office Administrators must be proficient in industry-specific software tools used in the organisation. Office Administrators also need to have exceptional writing, speaking and presentation skills and be adept at organising events. They should be familiar with office rules and regulations and have adequate experience to support day-to-day operations. 

 

Office administrator salary expectations

According to Indeed Salaries, the average salary for an Office Administrator is £19,063 per year. However, their salary varies depending on several factors, including experience, location and the company. 

 

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Office Administrator job description FAQs

 

What are the general administrative duties?

The general administrative duties include providing support for all types of businesses and organisations and their staff members. Duties include clerical tasks, billing and invoicing, front office functions, project management and scheduling. 

 

What are administrative duties examples?

Administrative duties include can include general clerical tasks, such as:

  • Answering phone calls, taking messages and managing official correspondence
  • Preparing letters, memos, emails and reports
  • Arranging appointments, meetings and organising corporate events
  • Managing files and company records
  • Performing reception roles 

 

What are the skills of an Office Administrator?

Office Administrators require several skills to perform their job effectively. These include effective communication skills, computer skills, customer service skills and time management skills. Office Administrators also need to have proven filing and paper management experience and be adept at research. Talented Office Administrators are proficient problem solvers, technologically savvy, resourceful and detail oriented. 

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