How to write an Office Administrator job description

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.

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Office 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.

Examples of Office Administrator job titles

    Office Administrator
    Office Administrator (5+ Years’ Experience)
    Payroll Office Administrator (with Xero proficiency)
    Office Administrator (Full-Time)
    Office Manager

Office 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 Office Administrator job summary

Our firm is currently looking for an experienced Office Administrator. This position will play an integral role in the customer service and organisational strength of our company. The Office Administrator will provide administrative support, greet and direct visitors and answer and respond to calls and emails. Qualified candidates will have impeccable verbal and written communication skills, a strong ability to multitask and a friendly demeanour.

Office 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.

Examples of Office Administrator responsibilities

    Greet visitors and direct them to the appropriate offices
    Conduct clerical duties, including filing, answering phone calls, responding to emails and preparing documents
    Coordinate project deliverables
    Perform accounting tasks, including invoicing and budget tracking
    Schedule meetings and travel arrangements for senior members of the company
    Provide administrative support for operations team
    Monitor the production staff

Office 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.

Examples of Office Administrator skills

    Associate degree required (Bachelor’s degree preferred)
    2+ years’ experience working in an office setting
    Excellent written and verbal communication skills
    Strong knowledge of QuickBooks software
    Ability to multitask and prioritise projects
    Customer service oriented
    Able to complete complex administrative tasks with minimal supervision

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