Office Administration Job Description (5 Perfect Samples)

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A perfect office administration job description is all you need to attract well-skilled, experienced, and qualified candidates for your office administrator open position.

And if you are a job seeker, searching for an office administrator role, going through some well written perfect office administrator job description samples will help you gauge the key requirements, qualifications, responsibilities, and skills needed to be effective as an Office Administrator.

An Office Administrator is an important figure in any organization. They play a key role in the office environment and are responsible for several crucial day-to-day activities in the company; like take phone calls, maintain filing systems, and oversee the day’s schedules and appointments.

They also organize meetings or events and work on entering data too, along with other front office responsibilities.

Office Administration Job Description Samples

With numerous of office administration job description out there, we present to you the most effective and perfect office administration job description samples that serves the purpose of getting you the best candidate for the job as an hiring manager, and also give you an insight of what are required of you to have when applying for the role as a job seeker.

Office Administration Job Description Sample #1

Office Administration Job Description Summary

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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

Office Administration Job Description Sample #2

Office Administration Job Description Summary

Our company is looking for an organized and self-motivated Office Administrator who will be responsible for providing administrative support to our office personnel. The Office Administrator’s role will include working closely with our leadership team by handling clerical duties, coordinating calendars, and organizing meetings.

In order to be successful in this position you should be detail-oriented, professional and have excellent written and verbal communication skills.

Office Administrator Responsibilities:

  • Welcoming visitors and directing them to the relevant office/personnel.
  • Carrying out clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence, memos, resumes, and presentations.
  • Coordinating and managing appointments, meetings, and the conference room schedule in order to prevent duplicate bookings.
  • Performing bookkeeping tasks such as invoicing, monitoring accounts receivable, and budget tracking.
  • Maintaining general office files, including job files, vendor files, and other files related to the company’s operations.
  • Purchasing office supplies, equipment, and furniture.
  • Overseeing the maintenance of office facilities, and equipment.
  • Performing other relevant duties when needed.

Office Administrator Requirements:

  • High school diploma or a Bachelor’s degree in business, administration, or a related field.
  • 2 or more years’ office administration experience.
  • Proficient in a variety of computer software applications including Microsoft Office Suite (Word, Excel, Outlook, and Access).
  • Comfortable handling confidential information.
  • Multi-tasking and time-management skills, with the ability to prioritize tasks.

Office Administration Job Description Sample #3

Office Administration Job Description Summary

Are you a hard working Office Administrator looking for an opportunity to advance your career? If you have a positive attitude even in time of stress and crisis and you are able to thrive in a fast-paced environment, we have the perfect job for you! We are looking for an ambitious Office Administrator who is willing to help the company operate day to day so employees can perform to their highest ability. If you want to join a company and make a direct impact on the overall health and happiness of its employees, we’d love to hear from you!

Office Administrator job description: Duties and responsibilities

  • Coordinate and oversee all office activities
  • Ensure adherence to relevant company procedures and policies
  • Oversee the members of the administrative team and coordinate their activities
  • Make travel arrangements for the senior managers
  • Handle phone calls and all related correspondence
  • Provide assistance with different budgeting and bookkeeping activities
  • Keep databases in check and update them regularly
  • Control the office supplies state and make sure it is in accordance with office needs
  • Supervise cleaning crew and cleanliness of office space
  • Create and present reports for senior managers
  • Coordinate and participate in office space planning, maintenance and renovations when necessary

Office Administrator job description: Requirements and qualifications

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  • Previous working experience as an Office Administrator for (x) year(s)
  • BSc/BA in office administration or similar relevant field
  • Outstanding communication and interpersonal skills
  • Excellent organizational and time management skills
  • In-depth knowledge of office management and accounting processes
  • Hands-on experience with office management computer programs (such as ERP)
  • Attention to details

Office Administration Job Description Sample #4

Office Administration Job Description Summary

At [CompanyX], our success depends on our people, productivity, and procedures. An office administrator is the supportive force driving each of these areas, and we’re currently seeking someone stellar to take the reign. The ideal professional for the role is a flexible problem solver with superb communication skills with a detail-oriented mindset. He/she should have prior experience thriving in an administrative capacity in an office environment. Multitasking and the unique ability to deftly handle the unexpected are essential qualities to bring to the position.

Objectives of this Role

  • Ensure general management of the office, overseeing operational efficiency, effective communications, and other types of strategic and tactical planning
  • Maintain facilities management, including space planning/design, vendor contracts and relations, and facilitation of all office functions and services
  • Act as primary liaison between the company, staff, and office building management, providing information, answering questions, and responding to requests
  • Oversee and achieve organizational goals while maintaining an efficient, productive, and positively cultured office and employee experience

Daily and Monthly Responsibilities

  • Warmly greet visitors to our facility; answer and direct phone calls promptly, fielding solicitors/cold sales calls; and maintain office efficiency arranging necessary repairs
  • Perform a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, forms, and faxes; and sorting and distributing incoming mail
  • Assist with billing by preparing and sending invoices; maintain client databases; track accounts; oversee the invoice workflow, and assist in copying and distributing production orders and other internal documents as requested
  • Update spreadsheets used by accounting, production, and field services as requested
  • Schedule and track meetings and appointments, and book flights and travel arrangements

Skills and Qualifications

  • Proven administrative experience
  • Superb written and verbal communication skills
  • Strong time-management skills and multitasking ability
  • Proficient in Microsoft Office, with aptitude to learn new software and systems
  • Solid interpersonal skills
  • High school diploma or equivalent

Preferred Qualifications

  • College degree
  • Previous success in office management
  • Experience managing budgets and expenses
  • Experience developing internal processes and filing systems
  • Comfortable handling confidential information
  • Ability to adapt to changing situations in a calm and professional manner

Office Administration Job Description Sample #5

Office Administration Job Description Summary

We are seeking an organized, self-motivated Office Administrator to provide general support to our customers and staff. You will greet guests when they arrive, answer phone calls, respond to emails, and organize files. When office supplies run low, you will be responsible for replenishing the supply and restocking the shelves. You will be an essential part of our team, providing support to various departments, so a positive attitude and attention to detail are a must.

Office Administrator Duties and Responsibilities

  • Welcome visitors and provide assistance when necessary
  • Organize conference room scheduling, equipment, and cleaning
  • Answer phone calls and respond to email
  • Monitor and maintain office equipment; inventory supplies and order replacement supplies as needed
  • Organize catering, coffee, or other refreshments as needed
  • Assist with travel arrangements for office staff and managers
  • Coordinate building and maintenance issues for general repair and updates
  • Assist other departments with administrative or clerical support

Office Administrator Requirements and Qualifications

  • High school diploma or equivalent
  • Prior experience in an administrative role a plus
  • Proficient with Microsoft Office and calendaring programs
  • Highly-organized multitasker who works well in a fast-paced environment
  • Willingness to learn and to grow with the company
  • Excellent communication and organizational skill

Conclusion

If you are job searching for an office administrator role, it will be best you possess all the requirements listed in the above office administration job description samples. This will not only help you avoid wasting your time sending applications that you wouldn’t be called up for an interview but will also give you an insight on what you are expected of possessing as a candidate, which you can work on improving.

Need an office administration job? Check out our Available Office Administrator Jobs

And for employers, there is no better tool to elicit only qualified candidates for your open office administration position than with the use of a perfect office administration job description.

I hope you enjoyed my article on perfect office administration job description samples

Now I’d like to hear what you have to say:

Which sample from today’s article do you want to try first?

Are you going to sample 2 or sample 1?

Either way, let me know by leaving a comment below right now.

Image credit: gettyimages.com/

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About Author

Sistus Obi is a content writer at Recruitment Trust. Sistus is also a tech savvy, and a computer scientist

4 Comments

  1. i need answers to how to answer the following questions:
    1. Problem solving skills
    2. Team work
    3.reaction to sudden change.
    Thanks

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