Sample Office Administrator Job Description

Job Description

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 reigns. 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
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