Office Administrator Job Description

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Table Of Contents

Learn about the important requirements, obligations, responsibilities, and skills that should be in an office administrator job description.

An office administrator, office administrator, or office manager is responsible for running the office as a smooth operation. They are responsible for answering phones and emails, taking messages, keeping office supplies well-stocked and managing the inventory, and ensuring the office is well-organized, clean, and a comfortable work setting so employees can be productive. You will run the office's day-to-day operations and be responsible for an efficient, effective operation.

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Office Administrator Job Description Template

We are searching for a sharp, professional Office Administrator to join our team. In this role, you will be responsible for managing the day-to-day office operations. You will be responsible for the administrative work within the office, ensuring its smooth operation. You will handle incoming and outgoing communication including collaborating with other departments, processing paperwork and filing, and developing and executing office policies, among other administrative tasks.

The candidate should have excellent communication skills and be well-organized. You should have experience working in an office setting with demonstrated leadership skills and be able to provide support to clients and other departments, as required.

Office Administrator Responsibilities

  • Day-to-day office operations

  • Administrative work tasks like answering phones and emails

  • Organize and update office inventory

  • Schedule and coordinate appointments

  • Train and supervise staff

  • Resolving problems/issues as they arise

  • Create and maintain a system for filing and record keeping

  • Inventory control

  • Enforce compliance of office policies

  • Record maintenance

Office Administrator Requirements 

  • High school diploma

  • Previous experience in an administrative role

  • Proficiency using MS Office

  • Experience using office equipment like printers, scanners, and fax machines

  • Excellent communication and interpersonal skills

  • Well-organized and detail-oriented

  • Excellent multitasker with time management skills

Office Administrator Duties And Responsibilities

Organization and Management

You will work and manage the day-to-day operations of the office. Managing the office environment, and ensuring its efficient, effective operation. You will perform administrative tasks like managing incoming and outgoing communication, developing and executing a filing system for record-keeping, inventory control, processing and tracking invoices, and purchase orders.

Communication and Collaboration

Communicate effectively and be able to provide critical feedback and receive feedback. Communicating and collaborating with other departments, as needed. Resolve client complaints and issues that may arise.

Planning and Coordination

You will manage the office, responsible for planning activities like coordinating office events, ordering catering and refreshments, and making travel arrangements. Train and onboard office staff. Coordinate building and office maintenance with vendors, as needed.


Provide administrative support to the office and perform related activities like bookkeeping, financial reporting, filing and record keeping, setting budgets, and managing the office’s finances. Delegating duties and work tasks, as needed and ensuring the office runs smoothly.

Reporting and Policies

Creating and executing office policies. Maintaining office records and logs including expense reports,  inventory logs, financial records, etc. Setting office budgets and managing company financial records. Establishing and enforcing office policies such as dress code, employee, behavior, etc.

Office Administrator Salary And Job Outlook

Median National Salary: $38,096/year

Education Required: High school diploma

Number of Jobs: 176,500

Job Growth 2021 – 2031: 7%

The Bottom Line

We hope this guide is helpful as you create your office administrator job description.

You can change the job description, responsibilities, and duties as you wish. Here are the top free job posting sites that can help if you’re looking to post your job listing on multiple job boards.

Post your Office Administrator job description on ZipRecruiter today!