Office Administrator Job Description Template

An office administrator working at her desk.

The right office administrator can help everyone else reach their full potential by maintaining clear communication, managing visitors and vendors, handling correspondence, and generally ensuring a harmonious workplace. If you’re looking to hire someone for this critical role, a well-written office admin job description is key.

This office administrator job description template can help you create a posting that will attract the best qualified candidates and turn them into applicants. You can also browse our office administrator job listings for more ideas on how to fill out your description.

An office administrator working at her desk.

Office Administrator

[Intro Paragraph] Begin your office 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. Take 2-3 sentences to cater your recruiting pitch to the ideal candidate and lure the best of the best.

Office Administrator Job Responsibilities:

  • Supports company operations by maintaining office systems and supervising staff.
  • Maintains office services by organizing office operations and procedures, preparing payroll, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions.
  • Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
  • Designs and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
  • Completes operational requirements by scheduling and assigning employees and following up on work results.
  • Keeps management informed by reviewing and analyzing special reports, summarizing information, and identifying trends.
  • Maintains office staff by recruiting, selecting, orienting, and training employees.
  • Maintains office staff job results by coaching, counseling, and disciplining employees, and planning, monitoring, and appraising job results.
  • Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.

[Work Hours & Benefits] Discuss the working hours and benefits specific to your company in this section of your office administrator job description. Tell prospective office administrators about flex scheduling and any travel requirements. And sell them on the benefits that set you apart, like paid time off or continuing education or tuition credits.

Office 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:

  • High school diploma, GED, or equivalent
  • 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 office 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.

Attract Top Talent and Hire the Right Admin for Your Office

Hiring the right admin is key to the success of any office environment. Once you’ve written a targeted office administrator job description, be sure you post it where a large number of highly qualified candidates will see it. Get started today with a free job listing on Monster’s world-class job board.