Office & Administrative Job Description

Office & Administrative Job Description

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Office & administrative provides technical assistance and training to staff when requested on the use of computer programs and office procedures.

Office & Administrative Duties & Responsibilities

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

Sample responsibilities for this position include:

Centralized accounting (CONCUR)
All incoming calls to the the company's switchboard, including forwarding queries, announcing calls and taking messages via email
Meeting and greeting all visitors, including offering and providing refreshments, taking their coats and bags where needed, directing visitors to meeting rooms where appropriate and announcing their arrival
Ordering breakfast and lunch if required for meetings ensuring budgets are monitored and adhered to
Booking and tracking US and International Couriers
Coordinating all meeting and conference room bookings via email and personal requests including liaising with staff members to confirm all bookings
Ensuring meeting and conference rooms are vacated in time and that they are cleared and tidy for use
Ensuring the reception area and the reception desk are tidy and both project a professional first impression and ensuring magazines and newspapers are kept up to date
Compiling a guest list of all visitors for the next day and circulate to relevant parties and log in the security system
Distributing incoming mail and organizing outgoing post

Office & Administrative Qualifications

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

Licensing or Certifications for Office & Administrative

List any licenses or certifications required by the position: RHIA, W-9, FEMA, M.A, CPR, LEDS, NC, HIPAA, EPIC, I9

Education for Office & Administrative

Typically a job would require a certain level of education.

Employers hiring for the office & administrative job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Associates, Business, Accounting, Management, Business/Administration, General Education, Communication, Administrative Assistant, Business School

Skills for Office & Administrative

Desired skills for office & administrative include:

Practices and procedures of the function
Adobe InDesign
Compliance and HR functions
Excel
Applicable policy analysis techniques
Common organization-
Research-specific and other computer application programs
Accounting
Methods
Microsoft Office

Desired experience for office & administrative includes:

Organizing and booking national and international travel arrangements for staff members as and when required
Reconciling and completing expense claim forms for staff members as and when required
Researching and arranging off-site staff meetings as and when required
Assisting with managing the team’s calendars
Providing general cover during absences such as sickness, annual leave, lunch
Serving as the primary receptionist (Answering and directing incoming calls

Office & Administrative Examples

1

Office & Administrative Job Description

Job Description Example
Our growing company is looking for an office & administrative. 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 & administrative
  • Stock and maintain supplies in the work environment on a daily basis, and organize office supplies and promotional materials
  • Provide administrative support when necessary to members of the Wellness Program
  • Coordinate assembly of and delivery of large, departmental mailings for Employee Wellness Health
  • Participate in Promotion Programs
  • Sors and screen mail for Employee Wellness Program
  • Email appointment reminders to all employees scheduled to see a Wellness Provider 48 hours before the appointment is set to take place
  • Support Human Resources Department by scheduling/coordinating interviews, coordinating global training sessions, providing ad-hoc reports and other duties as assigned
  • Handle confidential information with discretion and prioritize multiple projects with time-sensitive deadlines
  • Coordinate various activities and details associated with meetings, retreats, business trips and events
  • Greet all clients and visitors with a positive professional attitude
Qualifications for office & administrative
  • Coordinate on-site and off-site client meetings
  • Maintain stock and order supplies for the office and kitchens
  • Manage all office vendors
  • Routing documents for signature creating new agreement records, following up for documents, and uploading documents
  • Handling scheduling for the Vice President of Technology Development
  • Booking conference room booking
2

Office & Administrative Job Description

Job Description Example
Our company is growing rapidly and is hiring for an office & administrative. 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 & administrative
  • Receives mail or correspondence for the work unit or area
  • Coordinates, organizes, and supports general manager function
  • Our Front Office serves as a vital conduit of information for Ira A
  • Answers phones, greets visitors, corresponds by email, and directs questions to appropriate offices for resolution
  • Manages a variety of office operations including mail distribution daily, key requests, building maintenance requests
  • Coordinates conference room scheduling, office supply ordering, carts and car usage, and assists with or coordinates a variety of dean’s office events
  • Manages the activity of student worker(s) and coordinates their schedules to maintain office coverage
  • May implement graduate scholarship and fellowship financial activity in PeopleSoft
  • Maintaining office files as needed
  • Updating information as needed
Qualifications for office & administrative
  • Assisting with the dean’s calendar
  • Assisting with the coordination of faculty meetings
  • Assisting with travel plans for the dean
  • Assisting with the preparation of expense reimbursement forms
  • Greeting visitors and/or directing them to the appropriate location
  • Distributing mail for law school staff, faculty and students
3

Office & Administrative Job Description

Job Description Example
Our company is growing rapidly and is looking for an office & administrative. 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 & administrative
  • Able to provide word processing and spreadsheet support for general correspondence, government forms, and various reports
  • Responsible for inventory and maintenance of office supplies and correspondence with vendors
  • Schedule meetings, answer phones/voicemails, make travel arrangements, create expense reports
  • Maintain department intranet page and shared drive
  • Update and manage all process documentation
  • Organize and manage onboarding of new teammates
  • Manages the executive’s calendar, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings
  • Deals with complex queries and complaints on the phone, by email or in person, requiring a thorough knowledge of company operations, policies, procedures and personnel
  • Communicates and handles incoming and outgoing electronic communications on behalf of the executive
  • Prepares routine presentation material for the executive, assists on more complex presentations
Qualifications for office & administrative
  • Ability to adapt to a wide range of priorities, take ownership and follow them through to completion with minimal supervision
  • Experience supporting marketing a plus
  • Assist in planning events for the Accounts Payable Department
  • Ensure that documents are properly filed and indexed
  • Assist with general ledger account inquiries and reconciliations
  • High School Diploma or Bachelors
4

Office & Administrative Job Description

Job Description Example
Our company is looking for an office & administrative. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for office & administrative
  • Monitor invoices to ensure billing charges are appropriate, assigns the general ledger accounting code, and submits the bills for signature
  • Coordinate student scheduling and tasks
  • Book travel arrangements and manage multiple calendars
  • Act as liaison between contractors and vendors and track expenses for all residences of the organization
  • Order and code office supplies for all offices of the company
  • Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator
  • Updates homeowner and association information in C3 and shared files
  • Relieves concierge/telephone operators on an as needed basis
  • Keeps work spaces organized and maintained
  • Files association documents for Community Managers
Qualifications for office & administrative
  • Perform office management duties including, but not limited to, expense reports, office rearrangement, visitor coordination
  • Assist Vice Presidents/Area Manager with scheduling appointments and managing calendars
  • Two or more years of administrative experience or office related experience
  • Ability to maintain a high level of accuracy and proficiency in the face of time pressure and multiple interruptions
  • Ability to problem solve and use professional judgement
  • Orkin is an Equal Opportunity Employer and promote diversity through a culture of inclusion and opportunity
5

Office & Administrative Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of office & administrative. 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 & administrative
  • Assist in arranging travel for Associate Vice President of EMSS and other EMSS leadership as necessary
  • Provide clerical support such as filing, completing various department forms, memos, documents, address and label envelopes, photocopies, document imaging
  • Maintain budgets grants for the department
  • Maintain adequate inventory of office and classroom supplies, any supplies related to grants, departmental programs
  • Coordinate various departmental activities, policies, or programs to maintain effective administrative control, which involves maintaining records and logs, communicating with various internal and external people, and notifying management of any problems that may arise
  • Direct callers to appropriate personnel or provides information on request
  • Escalate more complex calls to the appropriate department personnel
  • Type confidential letters, documents, reports, and memoranda from rough draft written notes ensuring accurate grammar, spelling, and business formats
  • Send original and copies of correspondence to designated addressees
  • Maintain correspondence files
Qualifications for office & administrative
  • Officer level experience a plus
  • Willingness to work overtime, as needed to accommodate peak workloads and urgent projects as the need warrants
  • Result Oriented and committed to deadline, High degree of initiative
  • Ability to interact with and support a diverse and dynamic internal and external team – cross culture, level and functions independently
  • High sense of urgency and priority management
  • 1+ year of experience in an Administrative and/or Office Assistant role

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