Best Office Administrator Job Description for 2021

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Free office administrator job description. An office administrator is an administrative professional who works closely with office systems and supervising staff to oversee the day-to-day operations of an office. They oversee supply requirements, machine requirements, staff requests, and assist with answering phone calls and maintaining general office operations.

Office Administrator Job Description Template & Sample

Sample office administrator job description.

Office Administrator Job Brief and Job Summary

Our office is seeking to hire a professional and passionate office administrator who can oversee the daily operations of the office environment. Our ideal candidate is someone who has keen written and verbal communication skills and can oversee the office management. This includes handling office supplies, managing vendor relationships, assisting staff with office supply needs, and managing the office equipment to ensure its efficiency.

The office administrator is sometimes referred to as an office manager. As an office administrator you will play a pivotal role in ensuring that the office ready for work to be produced on a daily basis. We want to provide an open and welcoming environment for both employees and guests. The administrator will greet guests upon their arrival, check them in in the guest console, and route them to the appropriate employee.

Office Administrator Duties and Responsibilities

Sample job duties and office administrator job responsibilities include:

  • Manage office resources and oversee vendor relationships.
  • Work closely with managers to maintain office operations.
  • Answer inbound phone calls and route the call to the appropriate personnel.
  • Assist the company with general office administration and clerical tasks.
  • Oversee the vendor relationships of all office supplies, snacks, food, and other needs of the company.
  • Help book travel arrangements.
  • Schedule team meetings and client meetings.
  • Take notes during meetings and transcribe those notes to digital formats.
  • Follow and evolve office procedures for employees, administrators, and other staff.
  • Assist hiring managers with posting open job positions to job boards.
  • Support our office personnel by evolving the position and asking where and how office administrative needs can grow.
  • Pull general financial reporting records, generate reports, and help with transcribing data for presentations and upcoming events.
  • Provide general assistance with office events and preparing for all-hands meetings with the staff.
  • Work closely with office managers and other office administrators to coordinate enterprise needs. Assist with ad-hoc administrative duties, including organizing office operations, coordinating schedules with the office assistant, overseeing office services and general office functions.
  • Assist other office assistants with answering incoming calls, cleaning the conference room schedule, organizing the office space, and managing general office activities.

Office Administrator Requirements

Qualified candidates should have the following qualifications:

  • High School Diploma or GED is strongly preferred.
  • Bachelor's Degree in Business Administration, Marketing, or Communications, is a strong plus.
  • Previous experience in office administration is a strong plus.
  • Very strong time management skills, communication skills, and ability to self-manage.
  • Experience working with Microsoft Office (Excel, Word, and other programs).
  • Ability to assist with management of office vendors.
  • Ability to manage a P&L and generate expense reports for office requirements.
  • Strong knowledge of all Google products is a plus (Google Slides, Gmail, and other).
  • A detail oriented professional who can handle administrative support, clerical functions, and provide great morale to other staff members.

Related job descriptions

Download the free office administrator job description PDF template. And use the sample office administrator job description provided to make an efficient job posting for your company. For more information please visit the U.S. Bureau of Labor Statistics.


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author: patrick algrim
About the author

Patrick Algrim is a Certified Professional Resume Writer (CPRW), NCDA Certified Career Counselor (CCC), and general career expert. Patrick has completed the NACE Coaching Certification Program (CCP). And has been published as a career expert on Forbes, Glassdoor, American Express, Reader's Digest, LiveCareer, Zety, Yahoo, Recruiter.com, SparkHire, SHRM.org, Process.st, FairyGodBoss, HRCI.org, St. Edwards University, NC State University, IBTimes.com, Thrive Global, TMCnet.com, Work It Daily, Workology, Career Guide, MyPerfectResume, College Career Life, The HR Digest, WorkWise, Career Cast, Elite Staffing, Women in HR, All About Careers, Upstart HR, The Street, Monster, The Ladders, Introvert Whisperer, and many more. Find him on LinkedIn.

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