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 #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 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

Sample job description #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 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 and 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 next level as necessary
  • Other duties as assigned

Skill/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 fast-paced environment
  • Personable, friendly demeanor with “World Class” customer service approach to internal and external customers
  • Maintains a well-groomed, professional appearance

Physical requirements/working conditions

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 desk. In the event that travel is required, must be able to uphold the stress of traveling.

Sample job description #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 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 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 to candidates with experience in biotech or start-up
  • Strong organizational and time management skills
  • Microsoft office suite and/or Google Business proficiency
  • High degree of an 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 and a willingness to work in a fast-paced environment

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.

LocationSalary LowSalary High
Phoenix, Arizona$47,239$61,133
Los Angeles, California$53,295$68,970
Denver, Colorado$44,413$57,475
Washington, DC$54,103$70,015
Miami, Florida$44,211$57,214
Orlando, Florida$40,779$55,171
Tampa, Florida$41,183$55,718
Atlanta, Georgia$43,201$58,449
Chicago, Illinois$49,661$64,268
Boston, Massachusetts$53,699$69,493
Minneapolis-St.Paul, Minnesota$42,798$57,903
New York City, New York$56,525$73,150
Philadelphia, Pennsylvania$46,028$59,565
Dallas, Texas$44,816$57,998
Houston, Texas$44,614$57,736
Seattle, Washington$51,680$66,880
National Average$40,375$54,625

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?

Office Administrator Jobs in Ashburn

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