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Administration Job Descriptions

Administration Job Descriptions

Recruiting candidates to fill your administration job vacancies is an essential and high-priority task if you are to maintain the smooth running of a busy and dynamic office. Your administration job descriptions will directly affect the calibre and compatibility of candidates, so it pays to get this part of the recruitment strategy right.

To attract the ideal candidates, an effective approach is to begin with a job description template, which will ensure you hit the core responsibilities, skills, and experience for the role. You can then adapt and refine this primary outlay to relay the unique intricacies of your job vacancy, your company culture, and industry proficiencies.

Office Manager Job Description

Office Managers are responsible for overseeing the general running and operations of the office. An Office Manager is ultimately responsible for the actions and performance of their team and ensuring that the company’s goals and objectives are met.

Office Manager job description example:

We are recruiting for an Office Manager to oversee the running of the office and ensure the team delivers world-class service. Your duties will include maintaining the smooth running and efficiency of the office, keeping standards and adherence to company policies, reviewing staff performance, meeting financial objectives, and operating with set budgets.

We expect you to supervise staff and ensure professionalism when greeting customers or partners or communicating with them over the telephone or via email. You will produce reports, draft correspondence, present updates to the senior management team, and ensure adequate training and coaching of new and existing employees.

To succeed as an Office Manager, you will need a bachelor’s degree, at least five years of experience in office administration and management, and possess excellent computer skills.

Administrator Job Description

Administrators play an essential role in any business, supporting office operations and the leadership team. An administrator is responsible for keeping the office organised, handling various clerical and information managing tasks.

Administrator job description example:

We are looking to recruit an Administrator for our busy office to assist the leadership team in providing an efficient and smooth operation. As an administrator, you will carry out various clerical tasks, from greeting visitors to organising the office and retrieving documents and information.

We expect you to make travel arrangements, answer the phone, file company paperwork, keep the company database up to date, and handle other basic office tasks.

To succeed as an Administrator, you will need to anticipate the team’s needs and provide a reliable and courteous service.

Executive Assistant Job Description

Executive Assistants are tasked with supporting the executive team and carry out a variety of business-related tasks. They spend their time greeting visitors, working as part of a team, and managing paperwork and reports.

Executive Assistant job description example:

Our forward-thinking company is looking for an Executive Assistant to join the team. You will be responsible for creating reports, taking meeting minutes, organising travel, and answering the phone.

Your duties will include creating financial statements, basic bookkeeping, conducting research for presentations, and providing general administrative support.

To succeed as an Executive Assistant, you will need in-depth knowledge of Microsoft Office, have a mind for problem-solving, and have excellent verbal and written communication skills.

Office Supervisor Job Description

Office Supervisors oversee the administrative team and complete a wide range of clerical tasks. An Office Supervisor has a vital role in ensuring the smooth running of the office and its staff.

Office Supervisor job description example:

We are recruiting an Office Supervisor who will be responsible for the effectiveness of the office team. Your duties will include supporting administrative staff, preparing business reports, managing meetings, and creating staff schedules.

You will be responsible for the correct filing of paperwork, answering the telephone, responding to emails, and organising travel.

To succeed as an Office Supervisor, you will need prior administrative experience and show proficiency in working with Microsoft Word, Excel, and Presentations. You will have a positive attitude and a knack for motivating and guiding team members.

Administrative Assistant Job Description

Administrative Assistants support the management team and their co-workers. They leverage their organisational skills to complete office-based tasks efficiently and ensure a smooth-running department.

Administrative Assistant job description example:

We are seeking an Administrative Assistant with excellent interpersonal skills to join our busy team. The candidate will politely handle telephone calls and email communications, complete general office tasks, book appointments, and greet visitors.

Your duties will require proficiency with computers, documents, and spreadsheets. You will be responsible for conducting research, preparing presentations, and generating reports.

To find success in this role, you will need prior administrative experience, excellent attention to detail, and strong typing skills. Multilingual candidates will have an advantage.

Receptionist Job Description

Receptionists are often the first point of contact for customers and business partners visiting or calling a company. Giving the first impression, a courteous and polite manner is an essential trait.

Receptionist job description example:

We are looking for a Receptionist to join our company and greet clients as they arrive. You will be responsible for directing clients to different offices, notifying employees of arrivals, answering the telephone, and taking messages.

Your responsibilities include distributing mail, assisting with administrative tasks, and scheduling appointments. Your duties will also include recording visitors, issuing visitor badges, and booking training and meeting rooms.

To be successful, you will be a competent Microsoft Word, Excell, and Outlook user, punctual, and have excellent verbal and written English skills. You will dress professionally and be part of a positive and motivated team.

Secretary Job Description

A Secretary is responsible for performing various administrative duties and providing support to management. The job may involve working for a particular manager or several members of the leadership team.

Secretary job description example:

We are looking to recruit a highly organised and professional Secretary to handle clerical tasks. You will be responsible for answering phone calls, responding to emails and other correspondence. Other duties include scheduling meetings and organising calendars.

We expect you to also welcome clients to the office and direct them to the relevant personnel. You will be required to assist with making travel arrangements, printing documents, and any other administrative tasks as needed.

To succeed as a Secretary, you will need excellent interpersonal and clerical skills. The ability to multitask and excellent organisational abilities are also essential for this role.

Administrative Services Manager Job Description

Administrative Services Managers are responsible for overseeing admin department operations and managing employees. The role involves handling all aspects of the office administration to ensure everything runs smoothly and tasks are done as needed.

Administrative Services Manager job description example:

We are seeking a highly organised and professional Administrative Services Manager to oversee our administrative operations. You will be responsible for establishing and evaluating department controls and business systems. Responsibilities include reviewing reports, hiring and training employees, and overseeing the department to ensure operations run efficiently and effectively.

We expect you to supervise support staff as they carry out clerical duties and handle some tasks yourself, including answering phones, organising paperwork, and scheduling meetings.

To be successful as an Administrative Services Manager, you will need to be detail-orientated and highly organised. You will also need to be able to supervise direct support staff members.

Accounting Assistant Job Description

Account Assistants work with senior accounting team members by providing administrative support and carrying our clerical tasks. Working as an account assistant mainly involves working in an office environment as part of a larger team.

Account Assistant job description example:

Our company is seeking to recruit an Account Assistant to work as part of our busy accounts department. You will be responsible for bookkeeping and accounting tasks, including reconciling banking, issuing invoices, and producing financial reports.

We expect you to assist our accountants with collecting payments, monitoring budgets and expenses, and reconciling invoices. You will also work on quarterly and annual reports and presentations and maintain accurate financial records.

To be successful as an Accounting Assistant, you will need a degree in a relevant field and have excellent accuracy, multitasking, and time management skills.

Office Administrator Job Description

Office Administrators are responsible for providing clerical support to office personnel and other team members. As an Office Administrator, you will work closely with the leadership team and other office staff by organising meetings and schedules and carrying out clerical tasks.

Office Administrator job description example:

Our company is seeking an Office Administrator to join our busy team. You will be responsible for supporting the management team by coordinating calendars and scheduling meetings. 

Your duties will include clerical tasks such as answering phone calls, email correspondence and preparing documents. Other tasks will consist of ordering office supplies and equipment, greeting people, directing them to the relevant personnel, and bookkeeping tasks.

To succeed in this role, you should be professional and detail-orientated and have excellent organisational and communication skills.

Admin Job Description

Admins are an essential part of any business as they oversee office tasks and help the leadership team with various office duties. Admins are responsible for dealing with incoming and outgoing paperwork, handling clerical tasks, and organising information. 

Admin Job description example:

We are looking for a highly organised and responsible person to join our team as an Admin. You will provide clerical support and ensure the smooth running of the office. As an Admin, you will answer the telephones, handle email communications, and process data into spreadsheets. You will also be required to organise and maintain the filing system and ensure all information is stored appropriately.

We expect you to provide support to visitors, write letters and emails, and file paperwork. You will need to be able to handle sensitive and confidential information following company guidelines.

To succeed as an Admin, you will need excellent planning and organisational skills and work with the team effectively. Excellent computer skills and keen attention to detail are also a must.

You can view job descriptions for all roles here.

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