Office administrator job description

Your guide to finding and hiring the right person for your organization

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Job description

How to write an office administrator job description

To find the right office administrator for your company, you need to write an effective job description. As the first touch point for potential candidates, the job description should present your company as a great place to work. You can captivate job seekers and compel them to apply with a brief, straightforward, and concise job description.

Along with lists of the objectives, responsibilities, and qualifications for the office administrator role, be sure to include some background information about your company. Job seekers want to be able to picture themselves in the role, and a vivid job description will help them do that.

Office administrator job description template

This sample job post will introduce your organization’s culture and values, while helping potential candidates understand how they’ll contribute from Day 1.

Sample office administrator job description

At [Company X], our success depends on people, productivity, and procedures. The office administrator is a supportive force in each of these areas, and we’re currently seeking someone stellar to take the reins. The ideal candidate for the role is a flexible problem-solver who has superb communication skills and a detail-oriented mindset. This person should have experience thriving in an administrative role. Effective multitasking and a unique ability to handle the unexpected are essential qualifications for the position.

Objectives of this role

Ensure general management of office by overseeing operational efficiency, effective communications, and other strategic and tactical planning
Manage company facilities, including space planning/design, vendor contracts and relations, and office functions and services
Serve as primary liaison between company staff and building managers, providing information, answering questions, and responding to requests
Oversee and achieve organizational goals while maintaining an efficient, productive, and positive office culture and employee experience

Responsibilities

Greet office visitors, answer and direct phone calls, field inquiries from sales representatives, and maintain office efficiency by arranging repairs
Perform a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, forms, and faxes, and sorting and distributing incoming mail
Prepare and send invoices, maintain client databases, track accounts, and assist with copying and distributing production orders and other internal documents
Update spreadsheets used by accounting, production, and field services
Schedule and track meetings and appointments, book flights, and handle travel logistics

Required skills and qualifications

Proven success in office administration
Superb written and verbal communication skills
Strong time-management and multitasking abilities
Proficiency with office applications, and aptitude for learning new software and systems
Ability to maintain confidentiality of company information
High school diploma or equivalent