Office Administrator Job Description

Summary

An office administrator keeps a small business running behind the scenes. The role mixes answering phones and email, scheduling, records, supplies, invoices and helping the owner and team stay organized.

The job looks very different from one business to the next. Say what the administrator will really spend the week doing.

Duties and responsibilities

• Answer phones and email, greet visitors and direct questions to the right person.
• Keep calendars, appointments and schedules accurate.
• Maintain files, records and customer information, and keep them private.
• Prepare invoices, enter payments and follow up on what is owed, as your process requires.
• Order supplies and keep the office in good order.
• Help with hiring paperwork, new employee setup and other admin tasks.
• Prepare simple documents, letters and reports.

Skills and qualities

• Organized, and good at keeping many things moving.
• Clear writing and speaking.
• Comfortable with email, spreadsheets and business software.
• Discreet with private information.
• Friendly and professional with customers and coworkers.
• Takes initiative and follows through.

Typical requirements

• Earlier office or administrative experience, or willingness to train.
• Comfort with common office software, such as email, calendars and spreadsheets.
• Dependable attendance and punctuality.
• Training in the software and processes your business uses, which you provide.

Requirements differ by state, city and employer. Check the licensing, age, safety and pay rules that apply to your business before you post. This page is a starting point, not legal advice.

Schedule and conditions

Office hours are usually regular daytime weekday hours. Give the start and end times, the number of days a week and whether the job is full time or part time.

Say whether remote or hybrid work is possible, if you offer it.

Nice to have

• Bookkeeping or payroll experience.
• Experience with your industry, such as trades or healthcare.
• Experience with scheduling or customer management software.
• A second language, if your customers need it.

Tips for posting this job

• List the real tasks of the week, not just a general title.
• Name the software the administrator will use.
• Give the hours and say whether remote work is possible.
• Describe the team and who the administrator reports to.
• Explain how training works in the first weeks.

Put your real pay, schedule and location in the posting. Candidates skip posts that leave them out.