Office Administrator Career Guide

Sample job description

Our rapidly growing business is looking for a dynamic office administrator to help get our company to the next level. This is the perfect opportunity for someone who likes a variety of tasks and doesn’t need a lot of oversight. We are looking for someone who is responsible, mature, a self-starter, personable, organized, can multitask, positive, outgoing/expressive, excellent with computers, and is passionate and enthusiastic with our clients.

Typical duties and responsibilities

• Work closely with managers to maintain office operations
• Answer inbound phone calls and route the call to the appropriate personnel
• Perform general office administration and clerical tasks
• Book travel arrangements
• Schedule team meetings and client meetings
• Take meeting minutes and transcribe them into a digital format
• Implement strategic office procedures for employees, administrators, and other staff
• Post open job positions to job boards
• Access financial reporting records, generate reports, and transcribe data for presentations and upcoming events
• Supervise administrative staff
• Maintain inventory of office supplies and purchase new supplies as needed
• Welcome visitors and direct them to relevant office/personnel.
• Performing bookkeeping tasks such as invoicing, accounts receivable, and budgets
• Ensure adherence to company procedures and policies

Education and experience

• Minimum: high school diploma or GED
• Preferred: associates degree or higher in office administration or related field
• 2+ years related experience

Required skills and qualifications

• Excellent oral and written communication skills
• Detail-oriented and highly accurate
• Highly organized and flexible
• Ability to multitask, prioritize, and meet deadlines
• Self-motivated
• Working knowledge of email, scheduling, spreadsheets, and presentation software
• Exceptional decision-making skills
• Thorough understanding of confidentiality

Preferred qualifications

• Management experience in an office setting
• Specific industry experience 
• Proficient with Microsoft Office software and phone systems
• Bookkeeping experience
• Experience handling office equipment
• Customer service skills
• Research skills
• Experience managing budgets and expenses
• Comfortable handling confidential information
• Ability to adapt to changing situations 

Available certifications

There are a number of administrative certifications available for office administrators, including:

• The Certified Administrative Professional (CAP). This certification is accredited by the National Commission of Certifying Agencies (NCCA) and is specifically designed for administrative professionals. To be eligible without a degree, you’ll need 4 years of relevant work experience. With an AA or bachelor’s degree, you’ll need 2 years of experience. Relevant work experience includes verbal and written communication, business writing, records management, project management, and accounting functions. The course covers areas such as organizational communications, business writing and document production, and office and records management. With a CAP, you demonstrate that you have the administrative skills necessary to excel as an office administrator. 
• The Certified Manager (CM). Offered by the Institute of Certified Professional Managers, this certification program verifies your ability to manage and your potential to lead with a level of competency. The eligibility requirements include a combination of education and experience. To earn the certification, you must pass a series of three CM assessment exams covering the foundations of management, planning and organizing, and leading and controlling. The CM certification will separate candidates from their peers for hiring and career advancement.
• Certified Management Accountant (CMA). Offered by the Institute of Management Accountants, the CMA is a professional certification credential in management and financial accounting. The CMA signifies that you possess knowledge in the areas such as financial planning, analysis, control, risk management and internal controls, and professional ethics. To obtain certification, you must pass a rigorous exam, meet the educational and experience requirements, and commit to continuous learning through continuing professional education (CPE).