As higher-level administrative professionals, office administrators perform a wide variety of tasks in their daily work. This usually includes standard clerical duties such as answering incoming inquiries, managing appointment calendars and filing. In addition, an office administrator may need to purchase supplies, process incoming and outgoing mail, compose and send correspondence, oversee the maintenance and operation of office equipment, conduct sales transactions and work with premises security to ensure the safety of employees and clients.
In the skills segment of your office administrator job description, don’t forget to mention traits vital to an ideal candidate’s success. Proficient administrators excel at interpersonal communication as well as proficiency with computers and office equipment.
Office professionals should also be able to successfully multitask while demonstrating patience along with strong organization and time management skills. To get you started, we’ve provided an office administrator job description template with further guidance on content and formatting.
Office Administrator Job Summary
Are you a self-starter who enjoys working with people, managing day-to-day operations, collaborating with a team of professionals and earning the trust of your colleagues? If this sounds like you, then you might be an excellent match for our office administrator position! If selected, you’ll manage a busy rental office at a suburban apartment complex with over 3,000 residents. While working together with our rental management team, you’ll be the friendly face in the front office as you interact with our residents and become a valued part of our leasing community. Enjoy a competitive salary and benefits package as part of this position in addition to advancement opportunities within a large management company handling over 20 properties in the local metropolitan area.
- Respond to telephone, email, walk-in and website contact form inquiries from existing community members, prospective residents, management, vendors and other constituents
- Create and process new leases as well as lease renewals and additions, such as washer and dryer rentals, parking garage rentals and pet addendums
- Handle minor financial transactions for the office, such as collecting rental payments and deposits, issuing receipts and purchasing needed supplies
- Maintain resident and other office files while practicing company-wide file retention policies
- Collaborate with on-site maintenance team and external contractors to ensure that the property and individual units are repaired and maintained to meet company standards and local laws
- Collect, process and distribute incoming mail as well as compose and send correspondence for other office staff
- Handle resident complaints, maintenance requests and other concerns according to property-specific and company procedures
- Assist management and other staff to ensure compliance with applicable federal, state and local laws
Job Skills & Qualifications
- High school diploma, GED or equivalent
- Two years of prior experience in a rental office or property management environment
- Ability to use a desktop computer and office suite software packages
- Strong time management and organizational skills
- Availability to work weekends
- Bilingual in English and Spanish
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Office Administrator Job Responsibilities
When it comes time to hire a new office administrator, you will experience better results with a well-written responsibilities section. To entice the most qualified and competitive candidates, follow the best practices for writing the office administrator job responsibilities section. This goes beyond simply using bullets and limiting the number to 6-8 points. Find ways to bring the job to life on paper so jobseekers imagine themselves in the role. Use strong action verbs and detail expected core deliverables. Incorporate exciting projects on the horizon to incite interest.
When your office administrator job description is complete, the responsibilities section should be the lengthiest section. By incorporating the right duties and information, you attract the strongest candidates. Rather than filter through numerous inappropriate candidates, you spend your time selecting the best applicant from a pile of potential employees.
To assist you in drafting your own office administrator job description, below are some example responsibilities:
- Maintain accurate financial records and run reports prior to monthly budget meetings and upon request
- Answer incoming emails and phone calls and direct the messages to the appropriate staff member
- Coordinate meetings and maintain the conference room schedule to ensure no duplicate bookings
- Manage receptionists and administrative assistants and make certain staff members complete work on time
Office Administrator Job Specifications
The best way to ensure that the majority of applicants are appropriately qualified for the job is to craft a strong qualification and skills section in your office administrator job description. Although you inevitably receive some over and under-qualified applicants, you greatly reduce this number with a clear and concise section detailing the most important office administrator job specifications.
The list of qualifications and skills generally includes a mixture of education, training and hard and soft skills. Gather staff members with the greatest knowledge of the position, and brainstorm essential criteria. Then, narrow it down to the most important. Divide this into two sections: a preferred and a necessary.
When you include a strong description of the ideal candidate, you save yourself frustration. Rather than read resume after resume from inappropriate candidates, you once again have a pool of strong candidates from the beginning. Because you have a better pool of applicants, you have a higher chance of finding the perfect person for the position.
What follows are some sample criteria to include on your office administrator job description:
- Bachelor’s degree preferred
- 5-7 years’ experience as an office administrator
- Proficient in Microsoft Office, including Access
- Familiar with VoIP phone systems
- Excellent verbal and written communication skills