Administrator Job Description Template

Office administrator working at his desk.

While it’s not always given the attention it deserves, the office administrator position is crucial to the positive functioning of any office. The administrator is often the first person clients, customers, partners, and prospective employees meet when they enter your office. They set the tone and the pace of the office and can make everyone else more effective at their jobs.

To attract the most dependable candidates for this important position, build on the structure and organization of this administrator job description sample by adding details specific to your place of business. You can also browse our administrator job listings for more ideas on how to fill out your description and find the right fit for your office.

Office administrator working at his desk.


[Intro Paragraph] Begin your administrator job description with an introductory paragraph that tells the prospective applicant a little bit about your company and the working environment. This is your chance to set your company apart from the rest, while giving them an honest preview of your office culture. Take 2-3 sentences to cater your recruiting pitch to the ideal candidate and lure the best of the best.

Administrator Job Responsibilities:

  • Answers the telephone and provides exceptional customer service to internal and external customers.
  • Drafts reports and correspondence.
  • Orders supplies and equipment; maintains service contracts on office equipment.
  • Attends meetings and takes meeting notes.
  • Liaises with internal and external units to carryout job tasks.
  • Assists managers and supervisors in developing policies and procedures.
  • Provides front desk coverage as needed for backup.
  • Ensures travel authorizations, accommodations, and conference registrations for employees.
  • Audits/processes travel expense claims.
  • Handles mileage reimbursement requests for supervision travel.
  • Performs tracking and distributes monthly travel reports.
  • Maintains accounts payable and accounts receivable records.
  • Solves problems associated with vendors regarding shipments, billing, and statements.
  • Monitors expenditures, processes payment requests for reimbursement; prepares purchase orders, purchase requisitions and ensures proper procedures for paying service providers, consultants, and contractors.
  • Receives and audits invoices for accuracy and compliance and ensures prompt payment of departmental bills.
  • Handles administrative tasks for faculty searches and staff recruiting.
  • Oversees department hiring procedures.
  • Handles event planning for meetings, professional development, and other department initiatives.
  • Performs other related duties as assigned.

[Work Hours & Benefits] Discuss the working hours and benefits specific to your company here. While these positions typically involve normal office hours, tell prospective administrators about flex scheduling and any travel requirements. Be sure to sell them on the benefits that set you apart, like paid time off or continuing education or tuition credits.

Administrator Qualifications / Skills:

  • Managing processes
  • Developing standards
  • Promoting process improvement
  • Tracking budget expenses
  • Staffing
  • Supervision
  • Delegation
  • Informing others
  • Reporting skills
  • Supply management
  • Inventory control

Education, Experience, and Licensing Requirements:

  • Bachelor’s degree
  • Two to three years’ management experience in an office setting
  • Specific industry experience preferred
  • Proficient with Microsoft Office software and phone systems

[Call to Action] Now that you’ve got a candidate’s interest, make sure you let them know how to apply and encourage them to do so. The most effective administrator job descriptions do that with a compelling call to action right here. Advise prospective admins to apply through the job listing or to contact your HR department directly.

Find the Perfect Administrator for Your Company Today

The right administrator has the skills and demeanor to keep your office running like a well-oiled machine. Writing a targeted job description is the best way to ensure you find the right person for the job. Find top candidates efficiently with Monster by posting a free job ad today!