Office AdministratorJob Description, Salary, Career Path, and Trends
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.
Sample job description
Our rapidly growing business is looking for a dynamic office administrator to help get our company to the next level. This is the perfect opportunity for someone who likes a variety of tasks and doesn’t need a lot of oversight. We are looking for someone who is responsible, mature, a self-starter, personable, organized, can multitask, positive, outgoing/expressive, excellent with computers, and is passionate and enthusiastic with our clients.
Typical duties and responsibilities
Work closely with managers to maintain office operations
Answer inbound phone calls and route the call to the appropriate personnel
Perform general office administration and clerical tasks
Book travel arrangements
Schedule team meetings and client meetings
Take meeting minutes and transcribe them into a digital format
Implement strategic office procedures for employees, administrators, and other staff
Post open job positions to job boards
Access financial reporting records, generate reports, and transcribe data for presentations and upcoming events
Supervise administrative staff
Maintain inventory of office supplies and purchase new supplies as needed
Welcome visitors and direct them to relevant office/personnel.
Performing bookkeeping tasks such as invoicing, accounts receivable, and budgets
Ensure adherence to company procedures and policies
Education and experience
Minimum: high school diploma or GED
Preferred: associates degree or higher in office administration or related field
2+ years related experience
Required skills and qualifications
Excellent oral and written communication skills
Detail-oriented and highly accurate
Highly organized and flexible
Ability to multitask, prioritize, and meet deadlines
Working knowledge of email, scheduling, spreadsheets, and presentation software
Exceptional decision-making skills
Thorough understanding of confidentiality
Management experience in an office setting
Specific industry experience
Proficient with Microsoft Office software and phone systems
Experience handling office equipment
Customer service skills
Experience managing budgets and expenses
Comfortable handling confidential information
Ability to adapt to changing situations
Average salary and compensation
The average salary for an office administrator is $47,500 per year in the United States. Salaries can vary depending on the level of experience and education.
Los Angeles, California
New York City, New York
Typical work environment
Office administrators work in office settings and spend most of their day sitting at a desk using computers, phones, printers, and other office equipment. The work tends to be company and industry-specific. Many administrators work with a large clerical staff in hospitals, banks, telecommunications companies, etc. Most offices are well ventilated and well lit, and the work is not physically strenuous. However, supervising a variety of employees and personalities while meeting management deadlines can make the job stressful at times.
Office administrators normally work an average of 35 to 40 hours a week, although overtime is not uncommon. Depending on the company and industry, office administrators might be required to work nights, weekends, or holidays.
There are a number of administrative certifications available for office administrators, including:
The Certified Administrative Professional (CAP). This certification is accredited by the National Commission of Certifying Agencies (NCCA) and is specifically designed for administrative professionals. To be eligible without a degree, you’ll need 4 years of relevant work experience. With an AA or bachelor’s degree, you’ll need 2 years of experience. Relevant work experience includes verbal and written communication, business writing, records management, project management, and accounting functions. The course covers areas such as organizational communications, business writing and document production, and office and records management. With a CAP, you demonstrate that you have the administrative skills necessary to excel as an office administrator.
The Certified Manager (CM). Offered by the Institute of Certified Professional Managers, this certification program verifies your ability to manage and your potential to lead with a level of competency. The eligibility requirements include a combination of education and experience. To earn the certification, you must pass a series of three CM assessment exams covering the foundations of management, planning and organizing, and leading and controlling. The CM certification will separate candidates from their peers for hiring and career advancement.
Certified Management Accountant (CMA). Offered by the Institute of Management Accountants, the CMA is a professional certification credential in management and financial accounting. The CMA signifies that you possess knowledge in the areas such as financial planning, analysis, control, risk management and internal controls, and professional ethics. To obtain certification, you must pass a rigorous exam, meet the educational and experience requirements, and commit to continuous learning through continuing professional education (CPE).
To become an office administrator, some level of education beyond high school is preferred, such as an associate’s or bachelor’s degree in business or business administration. Related experience can make up for a lack of secondary education. Computer literacy is an important skill to acquire, as well as developing a solid foundation in math and English. Classes in bookkeeping, database management, and business communication are also beneficial. Learn specific skills by obtaining in-depth on-the-job training in the industry you are working in, such as handling or maintaining patient medical records for those working in the medical field. The career advancement possibilities for an office administrator depend on how motivated and ambitious you are.
US, Bureau of Labor Statistics’ job outlook
SOC Code: 27-3042
Projected Employment in 2029
Projected 2019-2029 Percentage Shift
Projected 2019-2029 Numeric Shift
As technology continues to develop and advance, more and more companies are turning to cloud computing to improve and streamline processes like project management, data organization, and information backup. Office automation is a growing trend. Many everyday tasks are now automated, saving time, cutting costs, and boosting efficiency. This trend will continue as technology moves forward. With remote work rising, the office environment is changing. Companies are becoming more flexible in how, when, and where employees do their jobs. Mobile devices, collaborative software, and other technology are helping to make this transition work smoothly.
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 organization 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 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?
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