Office Administration Job Description

Office Administration Job Description

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Office administration provides assistance to any employee using the copy machines, fax machines or mailing equipment.

Office Administration Duties & Responsibilities

To write an effective office administration job description, begin by listing detailed duties, responsibilities and expectations. We have included office administration job description templates that you can modify and use.

Sample responsibilities for this position include:

Assists Admin or Office Manager to manage departments and their staffs in accordance with direction and policies of adidas Sourcing Ltd
Work with Fleet service supplier(s) to manage LO day to day Fleet management
Maintain high level of Admin service to the LO
Assists the Admin or Office manager and Chief Representative to co-ordinate cross-divisional activities in the office if required
Be aware of external environments, Vietnam regulatory changes which impacting Representative Office operations (e.g work permit, visa, tax…etc), alerts senior management of potential business impacts and proposes required solutions
Work closely to support the Administration, HR and Finance team to provide support, HR filing and documentation
Liaise with other offices within the region globally
Manage Head of CRO Change PMO diary
Manage the centralized CRO Change PMO inbox and calendar
Manage CRO Change PMO distribution lists

Office Administration Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Office Administration

List any licenses or certifications required by the position: CPR, BLS, DRS, AED, LEDS, CPCS, PMP, ISO, ESD, IAT

Education for Office Administration

Typically a job would require a certain level of education.

Employers hiring for the office administration job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and High School Degree in Education, Business, Business/Administration, Accounting, Finance, Management, Graduate, Associates, General Education, Teaching

Skills for Office Administration

Desired skills for office administration include:

Calculators
Copiers
Printers
Fax machines
MS Office
Computers
E-mail
Fax machines at a level consistent with experience
Internet
Ability to apply relevant current education methodologies and techniques

Desired experience for office administration includes:

At least 6 years’ experience in office and facilities management, preferably gained from a international company
Ability to work in multicultural and multidisciplinary teams independently and under pressure
Familiarity with computer software including Word, Excel and Outlook
Understands the continually changing nature of the Risk (including FCC and RC) departments as a result of current regulatory conditions
Ensure governance forums and corresponding review sessions are correctly scheduled
Assist with the printing of governance forums and other key meetings materials

Office Administration Examples

1

Office Administration Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of office administration. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for office administration
  • Assist CRO Change PMO team raising and following up IT and Facilities issues
  • Keep track of CRO Change PMO team availability
  • Executive Assistants of CS Senior Executives, acting as the central point of contact
  • Other Change PMO Administrator to ensure consist usage of administration processes and tools across CS
  • You will maintain information flow and facilitates operation of district office in the absence of the manager
  • You will manage all aspects of the office to keep it fully operational at a peak performance level
  • Support HR topics recruitment, compensation and benefit administration, training arrangement, performance management
  • Identify department/office process inefficiencies
  • Responsible for the planning and coordination of meetings involving staff, in-person or telephonic, including preparing and organizing all arrangements relating to the meeting location, materials, meals and conference call lines as needed
  • Receive and manage incoming telephone calls/emails and requests in a timely matter
Qualifications for office administration
  • Support special events or other activities as necessary
  • Understands the continually changing nature of the Risk including FCC and RC functions as a result of current regulatory and financial services industry conditions
  • Absorbs information quickly and makes intellectual connections about multiple projects and work streams
  • Minimum of 10 years proven and progressive project management experience, proven financial and/or business analysis experience, or equivalent, with experience managing large projects and/or staff
  • Knowledge of the business and functional units supported, their products, services and processes
  • Well Computer literate Microsoft office
2

Office Administration Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of office administration. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for office administration
  • Ensure proper planning, analysis, and execution of the most suitable physical working environment in accordance with the overall B&F corporate policy, local regulations, and other relevant references
  • Ensure premises meet all health and safety requirements
  • Anticipate and plan future space needs in line with business objectives and expected organisational evolution
  • Plan and execute for the best allocation and utilisation of space on an ongoign basis, by renovating or reorganising within current premises, when new floorspace may be leased
  • Plan and execute an appropriate maintenance schedule for all relevant equipment, furniture & fittings and other items
  • Communicate with staff and other stakeholders so that they are properly informed of renovation, maintenance or other activities that my impact them
  • Assist with annual B&F Budget and its regular follow-up
  • Manage annual B&F report and other regular or ad-hoc ones as required
  • Responsible for fire safety programme (Fire Warden, Equipment, Evacuation, Procedures, Staff Awareness, Fire Drill)
  • Responsible for the management of Control Access System
Qualifications for office administration
  • Office facilities – daily checks on facilities provided tea/coffee, fruit and ensuring that meeting and training rooms are appropriately set up for meetings
  • Post – distribute the mail, collect and frank post on a daily basis, sending by appropriate method Post or Courier
  • The main purpose of this role is to manage, support, provide and execute day-to-day office operation activities and provide effective team support to ensure smooth run of the office and to be a first point of contact for the distributors in MENA by efficiently managing information, documentation and support to meet both internal and external Customer needs
  • Responsible for environmental management system
  • Ability to operate a variety of types of office equipment
  • Proficient capabilities in Microsoft Outlook, Word and Excel
3

Office Administration Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of office administration. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for office administration
  • Perform data entry in HRIS for new hires, terminations, transfers, salary changes, promotions, demotions, and other demographic changes
  • Create new digital employee and benefit files, update the org chart on a daily basis
  • Manage and order office supplies for San Diego Office and HR Department
  • Serve as first point of contact for office related issues including building management, coordinating repairs, etc…
  • Provide administrative support with onboarding, new hire orientation and recruitment process
  • Assist with administrative duties pertaining to benefits, leave of absence and work comp administration
  • Set up new employee work station for new hires
  • Assist with handling employment and salary verifications
  • Serves as Executive Assistant to the Division President, Division CFO and Division Controller
  • Prepares accurate and complete correspondence, spreadsheets, reports and other documents demonstrating knowledge of acceptable practices for business correspondence and documents
Qualifications for office administration
  • Minimum 2 years of administrative support experience, preferably in the HR department
  • Knowledge of ADP HRIS and ICMS applicant tracking system, preferred
  • Detail oriented and ability to keep HR business matter confidential
  • Incumbent must have the ability to stand and sit frequently, and reach horizontally vertically for overhead use
  • ITIL/Process Exposure
  • Have a minimum 2 years of work experience
4

Office Administration Job Description

Job Description Example
Our innovative and growing company is looking for an office administration. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for office administration
  • Provides troubleshooting and problem solving as issues arise particularly in the absence of the involved executive
  • Manages the Executive Assistants assigned to Reception and the Executive Assistants assigned to all Division Executives to include hiring, scheduling and approving time off, assigning work, providing performance feedback and recognition, coaching, counseling and disciplining and recommending dismissal if necessary
  • Manages all functions related to the operation of an organized and efficient office including ensuring welcoming and efficient front office reception with adequate coverage during office hours, adequate and organized supplies, files and refreshments, AV, copying and other office equipment in working order, neat and professional condition of all meeting spaces
  • Assume the role of site security officer
  • Play the role of Team Coordinator in the event of a pandemic
  • Provide Administrative support to the General Manager, Production Manager & Office Manager and act as liaison between departments
  • Manage master Key System and Alarm System
  • Coordinate parking permits with SFMTA
  • General Receptionist duties, oversee phone system and messaging
  • Gather estimates for repairs and other projects
Qualifications for office administration
  • A marketing background is preferred
  • Minimum of 2 years of Office Administration/Data Entry experience
  • Working knowledge in Microsoft Suites
  • Ability to process high volumes of invoices
  • Minimum of five (5) years experience as an administrative assistant with 2 years supporting senior management level executive(s)
  • Intermediate to Expert level skills in Microsoft Office
5

Office Administration Job Description

Job Description Example
Our innovative and growing company is hiring for an office administration. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for office administration
  • Research financial data for special projects as requested
  • Coordinate and manage deliveries and vendors, including telecommunications, cleaning crews and waste removal
  • Oversee merchandise inventory & poster distribution
  • Oversee maintenance of non-production related areas and machines , carpet cleaning, ATM repairs
  • Other duties as assigned by the General, Office & Production Managers
  • Assist the GM in resolving customer complaints
  • Oversee ordering of supplies, and inventory
  • Communicate show info and changes to department heads
  • Supports the day to day functions of the Segment Director and the Systems Director, the overall segment team
  • Adjusts priorities according to direction and performs a broad variety of clerical duties
Qualifications for office administration
  • Exceptional professionalism in demeanor and appearance
  • Strong judgment and problem solving in relation to providing support to senior level executives
  • Associate’s or Bachelor’s degree in healthcare administration, business, or related field
  • Strong interest in working in the healthcare industry from the business office side
  • Minimum 2 -3 years proven experience in similar position
  • Budget accountability

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