what is an office administrator?
As an office administrator, you deliver general office support and complete administrative tasks, including scheduling appointments, making travel arrangements and preparing reports. Your duties are secretarial. Therefore, expect to take notes in meetings, answer phones and oversee the logistics of the office. You also collaborate with supervisors about projects while overseeing other secretaries.
Office administrators working in specialised fields or promoted to the position of executive office administrator often require additional training or education. In these positions, your duties include logistical tasks like restocking the office with new supplies. You also send and open the mail and coordinate different schedules.
As an office administrator, you are a source of information for the public and the face of the company. This requires high professionalism and the ability to remain composed in different circumstances and settings. You also manage and complete performance reports on other office administrators, especially if you work for a large corporation with many employee teams. When the company hires new employees, you help with their paperwork, training and setting up their workspaces.
An office administrator manages a complex calendar for personal appointments and professional meetings for managers and supervisors. Your role requires performing industry-specific research and creating documents for upcoming presentations or meetings. Daily tasks involve proofreading and preparing different types of reports.
find jobsaverage office administrator salary
As an office administrator, you earn a remuneration package of $58,000 per year. The remuneration package fluctuates based on various factors. In an entry-level position, you receive a salary of $51,000 annually due to your minimal experience. The most experienced office administrators earn up to $65,000 yearly.
what factors affect your salary as an office administrator?
Office administrators have variable salaries depending on various factors. While you don’t require formal communication, some tasks require knowledge in specific fields. For instance, if you work as a legal office administrator, you earn a higher salary due to the additional qualifications required. The industry you work in may require technical knowledge to perform some tasks. For instance, working in mining and manufacturing industries requires knowledge of their processes.
The location and company size also affects your earnings. When you work in metro areas, you are likely to earn more due to the high demand for the role. Working in a large organisation also boosts your earning potential since big companies have complex responsibilities and high remuneration.
types of office administrators
The types of office administrator positions include:
- legal office administrators: as a legal admin assistant, you assist lawyers and paralegals with administrative work. You file clients' paperwork, conduct research and take notes during client consultations. You also receive correspondence and send letters on behalf of lawyers.
- executive office administrators: as an executive admin assistant, you help top-level managers accomplish their functions. You prepare their work schedules, organise appointments and write minutes in meetings. Other administration tasks may include hiring employees and bookkeeping.
- local government office administrator: as an office administrator in local government, you support council departments. You also help members of the public in receiving government services.
working as an office administrator
Working as an office administrator requires organisational skills to perform multiple tasks required in the role. Let's explore some of the tasks, duties and responsibilities associated with the role.
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office administrator job description
Some of the tasks of an office administrator include:
- completing clerical and secretarial work: as an office administrator, you perform clerical and secretarial duties like handling telephone calls, drafting letters and distributing mail to various departments. You also schedule meetings and appointments, organise business trips and manage diaries for senior employees.
- bookkeeping tasks: as an office administrator, you record sales and purchase invoices, prepare financial statements and ensure accurate accounting records. You also manage the company's petty cash accounts.
- human resource duties: as an office administrator, you assist with onboarding and filing the paperwork for new employees. You update company records to simplify the payroll process.
- creating presentations and conducting research: as an office administrator, you prepare presentations on behalf of the executive you work for. You also research the projects in the company and ensure your employer has all the relevant information for a meeting.
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work environment
As an office administrator, you generally work in an office setting. Your position may occasionally require travel, specifically to attend work-related functions and conferences the company hosts, so you keep in touch with travel agents. Sometimes, you travel to manage an event and help managers stay organised.
Office administrators are employed by many businesses, including hospitals, schools, private enterprises and government agencies. They rarely work remotely and are typically expected to fulfill their duties in the office. Your office will be near that of managers or executives. Often, you share office space with other secretarial staff. Some companies have remote working opportunities for virtual assistants.
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who are your colleagues?
Depending on your employer and the industry you work in, your colleagues might include executive assistants, administration assistants, office managers and operations managers. You might also be working in close proximity to administration officers and paralegals, as well as other specialists that could include, but not be limited to, receptionists, accountants and legal secretaries.
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work schedule
The typical work schedule of an office administrator is 9 am to 5 pm on weekdays. You're often expected to be present during operating hours of the business to meet customers' needs and fulfill managerial requests. Most office administrator positions are full-time. Small companies often have part-time positions, especially if there's less work. The average position requires working 35 to 40 hours each week. Some office administrators have flexible work hours. Most companies don't expect office administrators to work overtime on the weekends or nights unless specific projects need to be completed.
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job outlook
As an office administrator, you specialise in various industries like IT, accounting or payroll. With additional training, you can become a legal office administrator or an executive assistant. Some office administrators take up supervisory roles and become office managers or administrators. If you pursue management courses, you can move up to managerial roles.
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advantages of finding an office administrator job through randstad
Finding your office administrator job through Randstad provides important advantages such as:
- a wide variety of training and development opportunities
- an experienced contact person to provide help if needed
- a range of opportunities in your area
- get paid weekly or monthly, depending on the job
- temporary and permanent contracts
Want a permanent contract? A temporary job as an office administrator is often a stepping stone to an attractive permanent job. Every year, thousands of people earn a permanent contract with great employers thanks to a temporary job found through Randstad. What's more, many companies recruit their permanent employees through Randstad too.
education and skills
There are no specific requirements to become an office administrator. However, a business administration qualification, such as a certificate or diploma, may be useful.
Office administrators can complete a New Zealand Certificate in Business (Levels 3 and 4) or a New Zealand Diploma in Business (Level 5) while working. Industry training organisation Skills oversees workplace assessments.
office administrator skills and competencies
- organisational skills: as an office administrator, you handle numerous duties for various executives. You require organisational skills to prioritise your work and optimise your duties. Organisation skills help you create a schedule for each executive and plan the calendar for work activities of the month. Depending on the plan for each day, you adapt to changes and ensure every task is completed.
- interpersonal skills: as an office administrator, you work with other professionals, making interpersonal skills valuable. It is important to gain the trust of your boss and manager, which gives you great autonomy to get the work done with little supervision. Interpersonal skills are also important for interacting with people and other employees working on similar projects.
- computer skills: as an office administrator, your responsibilities require computer use. For instance, you prepare reports, book travel arrangements, and prepare work calendars. Having computer skills helps you complete tasks with minimal disruption to your workflow.
- communication skills: you rely on excellent written and verbal communication skills to handle emails and telephone calls from clients. Your written communication skills help you write reports and presentations.
FAQs about working as an office administrator
Here, you will find the answers to the most frequently asked questions about the office administrator profession.
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how much do office administrators make?
As an office administrator, you receive an average salary of $58,000 per year. Entry-level positions offer a remuneration package of $51,000 annually. As you improve your knowledge and experience, your earnings increase to $65,000 yearly.
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what are the main duties of office administrators?
As an office administrator, you perform multiple tasks and duties on behalf of administrators and managers. For instance, you answer phone calls and direct callers to the right departments. You also organise and schedule appointments for managers, plan meetings and attend the meetings to take detailed minutes. You respond to emails, letters, correspondence memos and faxes. Sometimes, you perform bookkeeping tasks and maintain the office filing system.
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how do I become an office administrator?
There are no specific requirements to become an office administrator. However, a business administration qualification, such as a certificate or diploma, may be useful. Office administrators can complete a New Zealand Certificate in Business (Levels 3 and 4) or a New Zealand Diploma in Business (Level 5) while working. Industry training organisation Skills oversees workplace assessments.
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what is the difference between a receptionist and an office administrator?
As an office administrator, your primary role is administrative tasks. You work in your office or conference rooms. Receptionists usually stay at the front desk welcoming and greeting visitors.
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is office administrator a good job?
Working as an office administrator is a promising career with great opportunities for career development. It is a great role for joining managerial or business administration positions.
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how do I apply for an office administrator vacancy?
Applying for an office administrator job is easy: create a Randstad profile and search our office administrator job offers. Then simply send us your CV and cover letter. Need help with your application? Check out all our job search tips here.
