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Assistant Administrator Job Description: Top Duties and Qualifications

Edited by Indeed Employer Content Team
Last updated 16 July 2025
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Your job description is the first touchpoint between your company and your new hire. With millions of people searching for jobs on Indeed each month, a great job description can help you attract the most qualified candidates to your open position. To get you started, here are some tips for creating an effective job description.

Assistant Administrator job title

A great job title typically includes a general term, level of experience and any special requirements. The general term will optimise your job title to show up in a general search for jobs of the same nature. The level of experience will help you attract the most qualified applicants by outlining the amount of responsibility and prior knowledge required. And if your position is specialised, consider including the specialisation in the job title as well. But avoid using internal titles, abbreviations or acronyms to make sure people understand what your job posting is before clicking.

  • Administrative Support Specialist
  • Office Assistant
  • Administrative Assistant (IAAP CAP Certification)
  • Assistant Administrator (Part-Time)
  • Executive Assistant

Hire your next Assistant Administrator today.

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Hire your next Assistant Administrator today.

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Assistant Administrator Job Description Examples:

Example 1

We are a small business involved of distribution and sales of cutting tools for steel machining. Our goal is to provide quality tooling and customer service to our customers.

About the Role

We are looking for an experienced administrator for the everyday running of our office in Malaga.

The role involves, but is not limited to:
  • Customer service response to inbound enquiries in a timely manner
  • Generating and processing of es, sales orders, purchase orders and invoicing using MYOB software.
  • Liaise with customers and suppliers via phone calls and emails, ensuring positive ongoing relationships
  • Ensuring correct invoicing to customers
  • Procurement and ordering goods
  • Dispatch of goods with local courier services
  • Providing general office and administrative support.

    About You

    To be successful in this role you will have:
  • Demonstrated experience in undertaking office administrative duties and providing high level customer service
  • Ability to build and maintain relationships with internal and external employees
  • Excellent verbal and written communication skills
  • Computer proficiency with Microsoft 365 and MYOB
  • Experience in developing and maintaining Excel spreadsheets and databases
  • Excellent organisational skills, ability to prioritise and meet deadlines
  • Engineering/ Steel industry experience highly valued, but not a necessity. Someone with a background in distribution may also find this appealing.
  • Warehouse Exp to advantage, but not necessary i.e. lifting up to 25kg, preparing large packages for dispatch, Pallet packing.

    Valued Attributes
  • Positive and enthusiastic attitude
  • Team player
  • Excellent attention to detail
  • The ability to effectively prioritise and complete tasks on time

    This is a long term opportunity with an established company. You will have the benefit of flexible work arrangements and a family friendly business.

    Please note you must be eligible to work in Australia and currently residing in Western Australia to apply for this role. Short-listed applicants will be contacted.

    Job Types: Part-time, Permanent, Casual
    Part-time hours: 30-38 per week

    Salary: From $41,212.00 per year

    Schedule:
  • Monday to Friday
  • No weekends

    COVID-19 considerations:
    Government Guidelines followed

    Ability to commute/relocate:
  • Malaga, WA 6090: Reliably commute or planning to relocate before starting work (Preferred)

    Experience:
  • Office administration: 2 years (Preferred)

    Work Authorisation:
  • Australia Start Date: 02/06/2022

    • Example 2

    With a strong focus on hiring the right people, our client has a strong reputation of being the best in the business. They want the RIGHT people, with the RIGHT attitude, it's about being a team player and working cohesively to achieve all of your goals.

    Work with a popular brand in Real Estate with a massive focus on growth, staff retention, new ideas and positive team culture, this an office you want to work with!

    The Role:

  • Providing support to lead agent in preparing contract documents for sales transactions
  • Reviewing, revising, and verifying terms and conditions with external legal consultants
  • Complete end-to-end processing of Listing files through to Settlement with lead agent.
  • Understanding of paperwork and contracts is essential.
  • Document Preparation and management, including listing paperwork and sale contracts
  • Email management and communication with Settlement Agents, Valuers, Vendors, Purchasers, Trades People etc.
  • Diary management, including booking and managing all appointments.
  • Assisting with Appraisal documentation, data entry and follow up.
  • Database management and assistance with bi-monthly e-newsletter research, development & implementation.
  • Oversee the CRM sales system ensuring data is accurate and useful.
  • Prepare relevant reports on a weekly basis for management review and discussion.
  • Improve and maintain web & social media presence.
  • Consistently collaborate at a high level with the Sales Agents, Marketing, and external legal consultants.
  • Organise and attend photoshoots
  • General ad-hoc tasks when required.

    Your Experience:

  • Previous Real Estate experience
  • A current Certificate of Registration
  • Own car and drivers licence
  • Immaculate presentation & strong communication skills
  • Ability to work autonomously and in a team

    Benefits:

  • Above average salary + bonus structure
  • Opportunity to step up and make the role your own
  • Work along side a well established team
  • Great team culture

    How To Apply?

    If you think this is the opportunity for you, and you have any questions regarding the position please contact Chris Percival via email

    Job Type: Full-time

    Salary: $50,000.00 $65,000.00 per year

    Benefits:
  • Salary packaging
  • Travel reimbursement
    Schedule:
  • 8 hour shift
    Supplemental pay types:
  • Performance bonus



    Application Question(s):
  • A reliable vehicle

    Experience:
  • Real estate: 1 year (Required)

    Licence/Certification:
  • Full Driver Licence (Required)
  • Real Estate Certificate of Registration Location: In person

    • Example 3

    The Opportunity:

    We are currently looking to recruit experienced Team Assistants/Client Services Coordinators to join our Perth office on a permanent basis.

    Joining as a Team Assistant you'll be responsible for providing proactive and effective general administration assistance across a diverse range of tasks within the Perth office. In addition, to offer variety in the role, you will also share reception duties, answering reception and national switchboard phones as required, and meeting and greeting visitors and clients. Due to the reception component of the role, there is a morning and afternoon shift available.

    In the role you will work closely with Practice Executives, Lawyers & Senior Associates to assist with some of the below responsibilities (but not limited to):
  • General Administration Assistance including data entry, document amendments, filing and archiving, expense coordination, booking travel and meetings;
  • Monthly Billing;
  • Taking phone calls and efficiently passing on accurate messages;
  • Meeting and greeting clients or external visitors;
  • Business Development support.

    Development within this role will be supported by the Team Leader and Operations Manager.

    More information can be found in the job description attached to the role on our careers site: [website]

    About You:
  • Ideally you will have gained prior experience in a similar role within a professional services environment.
  • "Can do" and proactive approach, with a flexible and adaptable response to providing support.
  • Strong organisational skills and ability to plan and prioritise effectively.
  • Demonstrates initiative and strong client focus.
  • Good written and verbal communication skills.
  • Behaves in a professional manner, and is personable and approachable at all times.
  • Technical ability in Microsoft Office and ability to type with speed and accuracy.

    What makes Ashurst a great place to work?

    We offer you all the things you should expect from an international law firm, some of which include:
  • competitive remuneration with the flexibility to reward high performance;
  • complimentary gym memberships;
  • corporate health plans;
  • a global professional development offering for all employees; and
  • an industry-leading programme that celebrates diversity and inclusion.

    We are committed to delivering positive impacts to our communities through our Social Impact programme, with a strong emphasis on working with First Nations people through our pro bono practice.

    We aim to recruit, retain and promote the best people from the widest possible talent pools. We are committed to offering a safe and welcoming environment for all employees to ensure they are supported to work at their best.

    Beyond this, what sets Ashurst apart from others is our global strength, our drive to innovate and collaborate, and our commitment to excellence. It is these values that make Ashurst a unique place to work.

    About Ashurst:

    Ashurst is a leading progressive global law firm with a rich history, celebrating its bicentenary in 2022. We are proud of our history and are future-focused, having expanded into new technologies through our NewLaw division, Ashurst Advance, and our consulting arm. Our in-depth understanding of our clients and commitment to providing excellent standards of service have seen us become a trusted adviser to local and global corporates, financial institutions and governments in all areas of commercial law. To find out more please visit [website]

    COVID-19 Policy:

    Ashurst prioritises the health, safety and wellbeing of its people and others who are involved in our business. Our COVID-19 policy requires people to have received a completed course of a recognised COVID-19 vaccine or obtain an approved exemption in order to attend Ashurst, client or supplier premises. Please ask us if you require more information about our COVID-19 policy.

    Job Type: Full-time

    Benefits:
  • Gym membership
  • Professional development assistance
  • Referral program
    Schedule:
  • Monday to Friday
    Supplementary Pay:
  • Annual bonus

    Work (Required)

    • Example 4

    Assistant Administrator

    About us

    Kingsford Academy Australia (KAA) is an Australian Registered Training Organisation (RTO) operating under the National Vocational Education and Training (VET) Quality Framework. We deliver Australian Qualifications Framework (AQF) qualification which are drawn from Australian National Training Packages and recognised within Australia and internationally. It is situated in a prime location close to public transport facilities and cafe district. KAA has a modern campus with a friendly, dynamic and fun team culture!

    To know more about Kingsford Academy Australia, visit [website]

    About the Role

    We are looking for a full time Assistant Administrator with a friendly, proactive disposition and a great work ethic to join our team. This role requires a motivated and hands on attitude. This position requires an individual who has current/previous experience in international education in student services/ administrative role.

    This position involves working from reception. You will be the first point of contact for enquiries and for providing customer service and support to our students and stakeholders.

    Key responsibilities:
  • Provide reception, administration and learner support to our students, trainers and external stakeholders.
  • Be the main contact for all student enquiries and correspondence.
  • Provide accurate information and advice to students on attendance, course progress, adjusting to living in Australia and other issues.
  • Assist Student Support Manager in managing and finalising prospective students enrolment.
  • Monitor student attendance in a timely manner and assist in monitoring course progress.
  • Refer students to other staff members as required.
  • Coordinate orientation for new students, including liaising with students and stakeholders, preparing welcome information and organising student ID cards.
  • Coordinate student activities and events (social activities, excursions, incursions, graduations etc.), and actively engage students with the college community.
  • Provide administration support to the Student Services team with other duties as required.
  • Process student related information and documents and maintain accurate student records and electronic filing system.
  • Other general reception duties including but not limited to ordering office supplies, keeping inventory of stock, receiving and sorting post, checking cleanliness of building, answering and transferring calls.

    Selection Criteria:
  • Experience within international education in student services and administration.
  • Excellent customer service, communication and interpersonal skills including, the ability to establish rapport with people from different cultural backgrounds.
  • Exceptional time management, self-motivated and flexible in responding to changing work priorities.
  • Knowledge of the international education industry (Standards for RTOs 2015, ESOS Act, National Code 2018) is desirable.
  • Strong attention to detail and problem-solving skills.
  • High level organisational and administrative skills.
  • Ability to work independently and as part of a team.
  • Strong computer skills including experience with databases.
  • Competent in the use of Student/Learning management systems.
  • Proficiency in English both oral and written.
  • Eligibility to work in Australia.

    Remuneration: 50K to 55K + Super, negotiable based on qualification and experience.

    To apply for this position, submit your resume, and cover letter addressing the selection criteria.

    Only short-listed candidates will be contacted

    Job Type: Full-time

    Salary: $50,000.00 $55,000.00 per year

    Benefits:
  • Maternity leave
  • Professional development assistance
  • Work from home
    Schedule:
  • 8 hour shift

    Ability to commute/relocate:
  • Sydney, NSW 2000: Reliably commute or planning to relocate before starting work (Required)

    Work (Required)
    • Our mission

    Indeed’s Employer Resource Library helps businesses grow and manage their workforce. With over 15,000 articles in 6 languages, we offer tactical advice, how-tos and best practices to help businesses hire and retain great employees.

    Read our editorial guidelines

    Assistant Administrator job summary

    A great job description starts with a compelling summary of the position and its role within your company. Your summary should provide an overview of your company and expectations for the position. Outline the types of activities and responsibilities required for the job so job seekers can determine if they are qualified, or if the job is a good fit.

    Example of an Assistant Administrator job summary

    We’re a prominent real estate brokerage seeking an assistant administrator with experience working in the real estate industry. Your duties include assisting administrative staff with answering phones, responding to emails, printing documents, sending and processing invoices, and scheduling meetings. The ideal candidate has worked in a real estate office for two years or more, enjoys taking on any task that comes their way, can work on multiple projects at once and has the people skills necessary to communicate with clients and employees professionally. The position is Monday through Friday, from 7 a.m. to 3 p.m., and offers a competitive salary, paid time off, health benefits and training in the real estate industry.

    Assistant Administrator responsibilities and duties

    The responsibilities and duties section is the most important part of the job description. Here you should outline the functions this position will perform on a regular basis, how the job functions within the organisation and who the employee reports to.

    • Schedule meetings based on staff and room availability
    • Assist administrators and executives with duties on an as-needed basis
    • Answer phone calls and emails promptly and notify staff members of important information
    • Screen incoming email and sort it into categorised folders
    • Verify invoices and orders to reduce errors
    • Copy, digitise and file office documents

    Assistant Administrator qualifications and skills

    Next, outline the required and preferred skills for your position. This may include education, previous job experience, certifications and technical skills. You may also include soft skills and personality traits that you envision for a successful hire. While it may be tempting to include a long list of skills and requirements, including too many could dissuade qualified candidates from applying. Keep your list of qualifications concise, but provide enough detail with relevant keywords and terms.

    • Proficiency with Microsoft Office Suite
    • Ability to create schedules without overbooking personnel
    • Comfortable communicating on the phone, instant messenger, email and intranet
    • Experience working with contact management platforms
    • Proficiency with QuickBooks
    • Attention to detail and ability to multitask tasks from multiple administrators

    Hire your next Assistant Administrator today

    Post a job

    Job Description Examples

    Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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