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Office Administrator Job Description

How to Hire an Office Administrator

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Office Administrator Job Description

We are recruiting for an Office Administrator who will be responsible for providing administrative support to our office personnel. As Office Administrator you work will include working closely with our leadership team by handling clerical duties, coordinating calendars, and organising meetings.

To succeed you should be detail-oriented, professional and have excellent written and verbal communication skills. We expect you to be organised and self-motivated.

Office Administrator Duties and Responsibilities

  • Several years office administration experience.
  • Proficient in a variety of computer software applications including Microsoft Office Suite (Word, Excel, Outlook, and Access).
  • Comfortable handling confidential information.
  • Multi-tasking and time-management skills, with the ability to prioritise tasks.
  • Bachelor’s degree in business, administration or a related field.

Office Administrator Skills and Requirements

  • Greet people and direct them to the relevant office/personnel.
  • Carry out clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence, memos, resumes, and presentations.
  • Coordinate and managing appointments, meetings, and the conference room schedule in order to prevent duplicate bookings.
  • Perform bookkeeping tasks such as invoicing, monitoring accounts receivable, and budget tracking.
  • Maintain general office files, including job files, vender files, and other files related to the company’s operations.
  • Purchase office supplies, equipment, and furniture.
  • Oversee the maintenance of office facilities, and equipment.
  • Perform other relevant duties when needed.
  • Several years office administration experience.
  • Proficient in a variety of computer software applications including Microsoft Office Suite (Word, Excel, Outlook, and Access).
  • Comfortable handling confidential information.
  • Multi-tasking and time-management skills, with the ability to prioritise tasks.
  • Bachelor’s degree in business, administration or a related field.

Personalising Your Office Administrator Job Description Advise

The hiring process and recruiting new employees to fill your key roles requires a degree of personalisation if you are to attract the best employees in a competitive employment market. The right person for a crucial role or more senior roles will likely have other employers targeting them. As your job description will be the first point of contact, you need to nail your pitch and provide the best possible service.

When creating your bespoke description and advert, you should cover and promote these points:

Job title: This should accurately reflect the role and include keywords that top talent might be using to search for jobs.

Job duties: The day to day duties, such as administrative tasks, which vary depending on the company and inform the candidate if they can complete the role.

Technical skills: These are the hard skills required through training, such as proficiency with Microsoft Office.

Soft skills: These include the interpersonal skills and general abilities the right candidates will possess. For example, the competency to prioritise multiple tasks, handle customer queries and customer complaints, work alone, or build a good relationship with coworkers.

The company’s culture: Highlighting your company culture and values ensures employees thrive and find outstanding job satisfaction. Candidates that are not the right fit won’t waste their time completing the application process, meaning you can focus on qualified individuals and hire in a more timely manner.

Career progression: Including the career path will entice candidates looking for career growth. 

Training and development programs: Smaller companies may need employees with previous experience or provide educational assistance over internal training offered by larger organisations with more significant resources. 

Employee benefits: Compensation and benefits often fail to appear in job ads and while you may want to hold your cards close to your chest, failing to include them is a mistake. Consider answering common questions, such as working hours and paid leave. Researching the average salary for the role in these early stages will ensure you don’t waste your interviewer’s and the candidate’s time.

Skill gaps: Your company may need to bring in new skills beyond those required to complete the key role and duties. Thinking on an organisational level can be beneficial when contemplating skills diversity.

Legal requirements: Ensure your job advert and description does not ask for inappropriate or discriminatory personal details, such as age, marital status, or religion.


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