Office Administrator Job Descriptions, Average Salary, Interview Questions

What Does an Office Administrator Do?

Office administrators are responsible for the operation of the office. They are involved in numerous office tasks, including coordinating meetings, making appointments, and overseeing staff. They make sure the office runs smoothly and efficiently according to company policies and procedures. Office administrators keep inventory records and replenish office supplies as needed. They perform bookkeeping functions, train staff, and manage the day-to-day needs of upper management, such as appointments, travel arrangements, and emails. They must be proficient with computers and computer software like MS Office and ERP to manage financial and personnel records and databases.

An office administrator should have excellent verbal and written communication skills as well as strong leadership qualities and organizational skills. Knowledge of general office management procedures and basic accounting principles are fundamental skills. An office administrator is always seeking ways to improve processes that keep work flowing. 

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National Average Salary

Office administrator salaries vary by experience, industry, organization size, and geography. To explore salary ranges by local market, please visit our sister site zengig.com.

The average U.S. salary for an Office Administrator is:

$47,500

Office Administrator Job Descriptions

Example 1

We are looking for an Office Administrator to join our growing team to help plan, structure, organize, and monitor the many activities happening within our organization. This invaluable role will support all departments and serve as a central hub where organization is key. Applicants must be familiar with business management practices, demonstrate leadership, have strong organizational and time management skills, and be great communicators. As we are in a time of rapid growth and development, we are looking for candidates to eventually advance and lead others within the organization. It is important that you are a teachable individual, open to learning new systems, receiving feedback, and adapting with us as we continue to grow as a company. We truly value passionate and down-to-earth people who are driven to get things done and find creative solutions to problems.

Job responsibilities

  • Manage aspects of document control for the organization
  • Monitor incoming/outgoing digital and physical submittals
  • Support Purchase Ordering
  • Tracking of Time and Expenses
  • Coordinate internal and external meetings
  • Learn, follow, and improve existing processes and procedures
  • Support Accounts Receivables and Payables
  • Maintain and ensure physical office space is professional and presentable
  • Actively re-prioritize multiple tasks and projects to execute each one in a timely manner

Qualifications & skills

  • Computer knowledge and efficiency, including Microsoft Office 365 products
  • Strong written and verbal communication skills
  • Excellent time management and organizational skills
  • Dependability
  • Functions effectively as part of a team
  • Strong decision-making/problem-solving skills
  • Good math/accounting skills
  • Industry experience preferred

Example 2

Essential job duties

  • Work closely with the Office Manager/General Manager to create a team environment producing high-performance results
  • Create and maintain a front office environment of World Class Customer Experience through example
  • Assist with providing the front office teammates with the necessary tools, training, and information to effectively perform their jobs
  • Ensure the center’s consistent application of all ABC Company SOPs through ongoing training and monitoring
  • Ensure R.O. file accuracy and SOP, DRP, and regulatory (BAR) compliance during repair and prior to vehicle delivery
  • Provide accurate and timely payroll and HR-related administration and recordkeeping for all center associates
  • Maintain Accounts Receivables, Accounts Payable accounts, and Cash Handling procedures to company standards
  • Complete all Accounting related daily, weekly and monthly processing and reports per company SOPs in a timely and consistent manner
  • Ensure controllable expenses are within acceptable guidelines
  • Recognize and proactively manage potential problems (associate safety, customer, facility, etc.), including escalating to the next level as necessary
  • Other duties as assigned

Skills/requirements

  • High school diploma or GED
  • Minimum 2 to 4 years of related experience
  • Ability to effectively communicate with others, oral and written
  • Organizations, multitasking; adapts easily to a fast-paced environment
  • Personable, friendly demeanor with a “World Class” customer service approach to internal and external customers
  • Maintains a well-groomed, professional appearance

Physical requirements/working conditions

The position is based in a climate-controlled, professional office environment with moderate noise levels. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Specific vision abilities required by this job include close vision requirements due to computer work. Regularly required to talk or hear. Frequently required to stand; walk; use hands to handle or feel; and reach with hands and arms. The job may require lifting up to 20 lbs. and long periods of sitting while working at a desk. In the event that travel is required, one must be able to uphold the stress of traveling.

Example 3

Position summary

ABC Company is a clinical-stage biotech seeking to revolutionize life-changing therapeutics for patients by identifying novel T cells and epitopes. We are looking for a highly motivated researcher to join our Translational team as Research Associate/Senior Research Associate, supporting both pre-clinical and clinical-stage programs. The ideal candidate should have relevant experience in primary T cell culture, immunoassays, flow cytometry, and cancer biology, as well as enjoy an exciting, collaborative, and vibrant startup culture. A team player with a sense of urgency will thrive in this role.

Responsibilities

  • Act as the point of contact for visitors to the ABC Company office and create a safe and welcoming environment
  • Ensure guests are following all safety/COVID protocols
  • Support Business Team VPs in administrative functions
  • Interact with multiple levels of employees, vendors, and partners while professionally representing the Business Team and ABC Company
  • Organize and maintain files and databases in a confidential manner
  • Manage communication including emails and phone calls
  • Assist in presentation preparation such as ppt, excel, word, etc.
  • Maintain calendars, schedule appointments, meetings, and reservations
  • Receive deliveries; sort and distribute incoming mail
  • Maintain and order office supplies
  • Receive invoices and review them for accuracy
  • Coordinate staff travel arrangements including transportation and accommodations
  • Order and maintain office and break room supplies
  • Support office manager with duties such as contract management, event planning, and catering

Requirements

  • B.S. or 3+ years of administrative experience in any field but preference for candidates with experience in biotech or start-up
  • Strong organizational and time management skills
  • Microsoft office suite and/or Google Business proficiency
  • A high degree of attention to detail
  • Ability to manage multiple tasks and prioritize with multiple managers
  • Excellent communication and interpersonal skills (both written and oral)
  • Handling confidential information
  • Enthusiastic, problem-solving abilities, and a willingness to work in a fast-paced environment

How to Hire an Office Administrator

When hiring an office administrator, first consider the following:

  • Recruiting: Do you have the knowledge, tools, and resources to attract and screen candidates?
  • Complexity: Do you need a senior professional, or will mid or junior-level skills and experience suffice?
  • Duration: Is this a one-time project or an ongoing need?
  • Management: Do you have the time and expertise to direct the work effectively?
  • Urgency: How soon does the work need to be completed?
  • Headcount: Do you have the budget and approval for an internal employee, or should you consider alternate options?

Answering these questions will help determine the best course of action for your current hiring need. Fortunately, great options exist for every scenario. These are our recommendations:

1. Use 4 Corner Resources (or another professional recruiting firm)

The heavy lifting is done for you when working with a top-tier staffing company like 4 Corner Resources. We source, screen, recruit, and deliver only the most qualified candidate(s), saving you significant time and effort throughout the hiring process while you remain focused on your core business. Understanding your needs and ensuring the right candidate for the position is the key to our success.

This is the best route to take when:

  • You need to fill the position quickly
  • You want access to a vast talent pool of high-quality, prescreened candidates
  • Your position is suited for temporary hiring services, contract staffing, or contract-to-hire recruiting, and you intend to direct the work activity.
  • You are hiring an employee as a direct placement but aren’t able to recruit effectively or efficiently with your internal staff. 
  • You aren’t familiar with current salary rates, market trends, and available skill sets
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2. Advertise your opening on a top job board

Your best option may be to advertise your opening on a proven job board. There are many widely used job sites out there that draw visits from qualified candidates. If you have someone internally who can dedicate the time and energy to sort through applications and screen individuals effectively, this can be a great choice. 

We recommend using a job board when:

  • Your internal recruiting team has the knowledge and experience to assess candidate qualifications
  • You are hiring a direct employee and have time to manage the entire recruiting effort 
  • You have a process for receiving, screening, and tracking all resumes and applications
  • You are prepared to respond to all applicants

There are many career sites out there. Here are the two we recommend for an office administrator opening:

CareerBuilder

CareerBuilder has been a trusted source for hiring since 1995. Reach 80+ million unique, diverse U.S. job seekers annually by posting your jobs through their talent acquisition channels. Through CareerBuilder, you can engage candidates and drive them into your sourcing pipeline. We recommend using CareerBuilder for hiring when you have the internal resources and processes to review, screen, and reply to all applicants.

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LinkedIn

LinkedIn is a social network for job seekers, professionals, and businesses. With this popular job site, you can enhance your brand and advertise your open position to a wide audience of motivated, qualified candidates. Job postings on LinkedIn are also extremely streamlined and user-friendly, making it even easier for candidates to apply. Additionally, applicants can use their LinkedIn profile instead of a resume to expedite the process.

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3. Leverage your internal resources

You can utilize your own website, social media, and employees to assist in your search for top candidates. 

A company website posting should be the first step in notifying prospective candidates that you are hiring. Social media can also be a powerful tool for spreading the word about your new opening. As far as exposure is concerned, this option can be as good as some job boards when you have a large enough following across various platforms, like LinkedIn, Instagram, Facebook, TikTok, and Twitter.

Current employees are every organization’s greatest asset. Encourage your internal team to promote job openings to their network by offering cash and other incentives.

We recommend these options when:

  • Your brand has great name recognition
  • You can consistently monitor and respond to candidate activity through your website and social media accounts
  • You have a process in place to quickly and broadly communicate job openings and requirements
  • You have an effective employee referral program in place

If you aren’t sure which path is best, schedule a discovery call today with our seasoned recruiting professionals. The 4 Corner team is on standby to help you find the best option for your unique hiring need.

Sample Interview Questions

  • How would you improve efficiency and productivity within the workplace?
  • How did you handle working with others to complete a project under a tight deadline?
  • Tell me about a time you faced conflict at work. How did you resolve it?
  • Which computer software applications are you familiar with? 
  • How do you keep office workers motivated?
  • What is your leadership style? 
  • What is a top priority for office administrators?
  • What was a typical day like in your previous job?
  • Have you ever coordinated an event? How did it go?
  • How well would you say you supervise people?
  • What bookkeeping/accounting experience do you have?
  • What three expectations do you have of your office staff?
  • What are the steps involved in setting up a meeting?
  • What are your top organizational tools?
  • Are you proficient with Excel and Powerpoint? 
  • What other software programs are you proficient in?
  • Are you experienced in running meetings?
  • Are you good at multitasking? Can you give an example?
  • Are you experienced in leading a team? 
  • What are your career goals?
  • How well do you work under pressure?
  • What is your experience with booking travel arrangements and scheduling itineraries?

Need help hiring an Office Administrator?

We match top professionals with great employers across the country. From filling urgent job openings to developing long-term hiring strategies, our team is here to help. Review our staffing solutions, browse our award-winning Staffing Corner blog, or call today. We look forward to connecting with you soon.

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