Administrator Job Description
Top Duties and Qualifications
An Administrator, or Administrative Assistant, performs clerical duties to help an office run smoothly and efficiently. Their duties include answering phone calls and emails, greeting and directing office visitors to designated meeting areas, and building spreadsheets or presentations for leadership staff.
Administrator duties and responsibilities
While the exact duties for an Administrator can vary widely depending on the exact industry they work in, some general Administrator duties and responsibilities include:
- Manage data in spreadsheets and reports
- Keep records and reports up to date
- Help maintain the budget plan
- Organize and schedule meetings and events
- Supervise other staff and delegate responsibilities
- Handle technical issues in their area of expertise
- Carry out clerical duties, including answering phones and preparing documents
- Coordinate office activities and operations to secure efficiency and compliance with company policies
- Supervise administrative staff and divide responsibilities to ensure performance
- Manage agendas/travel arrangements/appointments etc. for the upper management
- Manage phone calls and correspondence (e-mail, letters, packages etc.)
- Support budgeting and bookkeeping procedures
- Create and update records and databases with personnel, financial and other data
- Track stocks of office supplies and place orders when necessary
- Submit timely reports and prepare presentations/proposals as assigned
- Assist colleagues whenever necessary
What does an Administrator do?
Administrators complete tasks and duties for the entire office staff, a specific department or an individual who usually serves in a leadership role. They typically make sure the office is operating effectively and complete smaller tasks to help other employees and managers efficiently complete larger work items. Some of these tasks include taking minutes, managing employee calendars, making appointments, booking meeting rooms, ordering office materials, and basic data entry. Most Administrators have strong computer and software skills, as they regularly use several computer applications to complete various tasks throughout the day.
Administrator skills and qualifications
Regardless of their expertise and background, those who are a good fit for administrative positions should be flexible thinkers who are also well-organized and able to retain information. Consider applicants whose background includes the following:
- Communication and marketing skills to act at the contact point between internal team members and clients
- Client relationship management skills to maintain professional communication with customers and maintain a high level of customer satisfaction
- Budgeting, bookkeeping and planning skills and knowledge of associated computer software
- Quality assurance skills to maintain company quality standards of product and services
- Time management and prioritization skills to ensure efficient functioning of schedules and office systems
- Proven experience as an office administrator, office assistant or relevant role
- Outstanding communication and interpersonal abilities
- Excellent organizational and leadership skills
- Familiarity with office management procedures and basic accounting principles
- Excellent knowledge of MS Office and office management software (ERP etc.)
Administrator salary expectations
An Administrator makes an average of $64,980 per year. Salaries can also vary depending on the candidate’s level of experience and education, and the cost of living in the area where you’re advertising the position.
Administrator education and training requirements
A bachelor’s degree or more advanced degree may be necessary for high-level Administrators. For example, a Network Administrator or Database Administrator would need degrees and certifications that show their technical skills. An Education Administrator should also have a bachelor’s degree or master’s degree, but their area of concentration could range from business or marketing to communication or even psychology. An Office Administrator, however, usually only needs a high school diploma or equivalent.
Administrator experience requirements
Even if work experience is not a requirement for entry-level Administrators, prior experience in leadership, clerical or similar roles could offer an advantage. However, all Administrators will need to have organizational and interpersonal skills, along with knowledge specific to the field they are hired to manage.
