An office administrator or office manager is a broad term and can be used to describe different administrative functions within an office. For the sake of this job description template, the office administrator is responsible for the oversight, organising and running of a company’s office including some receptionist duties. Apart from welcoming visitors, the office administrator will manage filing systems, coordinate appointments for senior managers and ensure the smooth running of the office administration function.
This job description can be downloaded and edited as your company requires and then emailed to our team at RecruitMyMom.
Job Title: Office Administrator
Location: [Insert location]
Salary Range: [Insert salary range]
Key responsibilities
Office administrators have many different responsibilities in an office environment. The primary responsibilities are welcoming and directing visitors, answering phone calls, emails and managing the office communications and operations. The following duties and responsibilities are dependent on the needs of the company.
- Manage office correspondence efficiently including: receiving and sending packages, administrative emails, phone calls and other forms of communication.
- Provide administrative support to senior staff members including: travel agendas, itinerary, bookings, appointments, presentations, proposals and managing the office calendar.
- Maintain everyday office supplies, such as ensuring that ink cartridges, stationery, water dispensers and other front of office supplies are replaced.
- Assist with bookkeeping, budget procedures, record keeping and data capture of finances and personnel.
- Oversee and supervise administrative staff, including the compliance to company policies.
- Office managers may provide PA support to company management.
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Skills and requirements for an office administrator job
This office administration job requires:
- Previous experience as an administrator, office assistant or in other relevant roles
- The ability to engage with clients and external stakeholders.
- Relevant degree or diploma (if required)
- Organisational skills
- Ability to comply and implement compliance policies
- Excellent written and spoken English communication skills
- Office management experience including petty cash management
- Basic bookkeeping experience is an advantage as well as a basic financial understanding
- Some database management skills
- Marketing/social media experience is an advantage
- Good computer literacy skills including Microsoft Word, Excel and Powerpoint. (Ordering consumables i.e. stationery/ printing paper/ coffee tea etc.
Qualities and soft skills required for this job:
- Ability to multitask
- Excellent communication skills
- Good attention to detail
- Punctual
- Reliable
- Honest
Other requirements:
- Own reliable transport
How to write an introductory paragraph or brief
An introductory paragraph for a job description is how to communicate the job specifications in a simple way so that you draw the right applicants into the role. Make sure your first line introduces the job or company to prospective candidates.
Then, briefly outline the role responsibilities and share what type of skills, characteristics and experience you require. Include what makes your company unique and why this particular role is important to the business.
End the introduction with what type of job this is. Specify if it is office based, hybrid or remote and what the measure of flexibility is.
Example:
A (insert the type of company i.e. sanitation, legal, media/ marketing etc.) company is looking for a reliable office administrator. The successful candidate will be responsible for administrative tasks in the office and managing various clerical business functions.
The ideal candidate will have an eye for detail, a professional disposition, a nurturing personality, computer literacy, excellent organisational and interpersonal skills and experience with administrative management. Credentials in finance or bookkeeping are a bonus.
(Name of company) is an innovative, creative business that works to eradicate shotgun marketing from the world of corporate media. We are a large team, based in the office with a culture of honesty, integrity and innovation.
The role of Office Administrator is an asset to our team of executives as they make sure everything runs smoothly. If this sounds like the type of company you are looking for then please apply.
The role is office based/ hybrid/ remote with flexibility when required and the candidate needs to be based in (insert city).
State the working hours.
State that the job is permanent or contract. If a contract stipulate the length of the contract.
Always insert how they should apply if you are not using a recruitment company to assist you.
