what is an office administrator?
As an office administrator, you ensure the company's operations run efficiently and smoothly. You assist other professionals by providing administrative support like processing payroll, organizing company files, and basic bookkeeping tasks. You perform a mix of logistical and administrative duties to confirm appointments and ensure colleagues have the necessary information at their fingertips. You answer phone calls, take inventory, and organize the office calendar to ensure managers aren't double-booked for appointments.
Office administrators can work in any industry that requires support to organize the work environment. Whether you work in legal offices, hospitals, or consultancy firms, it's important to be a flexible multi-tasker and detail-oriented to keep up with business processes efficiently.
Apart from supporting other workers, an office administrator ensures the office has the resources to run smoothly. This involves coordinating repairs for malfunctioning office equipment and organizing regular maintenance. You also manage the use of office supplies and replenish stationery and cleaning supplies.
Would working as an office administrator suit your organization and multitasking skills? Then read on to find out what competencies and qualifications you need to thrive in an office administrator role.
view jobs near youaverage office administrator salary
According to the U.S. Bureau of Labor Statistics (BLS), office and administrative support careers have an average salary of $38,050 per year. Your exact pay will depend on location, experience, education, and the role you occupy within your company. You might have a different job title than "office administrator" even if you're performing the same duties as one, and that could impact your median salary.
If you're an administrative assistant, for example, you can expect to take home anywhere from $28,920 to $63,100 per year. If you're an information clerk, your salary could be anywhere from $24,010 to $60,230 per year.
Another factor to consider is seniority. The longer you work as an office administrator, the more money you could make. An experienced office manager is going to have a higher salary than an entry-level office assistant.
Wondering what you can earn as an office administrator? Find out immediately with the Randstad salary checker! You can quickly and easily see what the average salary of an office administrator is.
types of office administrators
The types of office administrators depend on the business sector and specialty they work in. Some types of office administrators include:
- medical office administrators: As an office administrator working in healthcare, your job involves handling administrative tasks. You assist with filing and organizing patient documents and assist doctors in keeping up with appointments.
- legal office administrators: When you work in law firms or other legal settings, you perform clerical duties and assist lawyers, paralegals, and legal secretaries with their work. You may supervise legal secretaries and other administrative workers to ensure the office runs smoothly.
- construction office administrators: As an office administrator working in the construction industry, you assist the professionals with administrative work. You organize the documentation for construction projects and handle clerical and bookkeeping duties.
working as an office administrator
Working as an office administrator requires multitasking and organizational skills, as you will be juggling multiple tasks. Here is a breakdown of the specific functions and responsibilities of office administrators.
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office administrator job description
What does an office administrator do? Your duties and responsibilities will vary depending on the company, but you can expect to be in charge of the following tasks:
- handling administrative functions: An office administrator's primary responsibility is to oversee administrative functions in an office. Sometimes, you supervise other staff members and divide responsibilities to ensure performance. You'll also need to coordinate office functions to get a high level of productivity.
- keeping office supplies: As an office administrator, you use your administration skills and perform basic bookkeeping tasks such as tracking invoices and office budgets. You maintain stocks of office supplies and submit a request for new ones when necessary.
- organizing meetings: Any time the company has an event or a meeting, it's your role to organize and prepare things for the event. As well as scheduling meetings, you make travel arrangements for the company if necessary.
- dealing with clients: As an office administrator, you return client calls and respond to their emails. You may also be responsible for informing clients about your products or services and new offers.
- maintaining office equipment: Your job as an office administrator requires using office equipment, such as computers and copy machines. You are also in charge of maintaining the office equipment.
- keeping records: To be successful, a company needs to keep proper records of its daily operations. Your job is to update records and databases on day-to-day operations.
- assisting other employees: As an office administrator, you assist other employees with work-related issues. You also ensure employees have the necessary tools and equipment to carry out their responsibilities.
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office administrator work environment
As an office administrator, you spend most of your working time in an office. Your roles require you to sit at an office desk for an extended period. In some companies, you have your own office. Other companies may require that you have a desk in an open-plan space. If you work for a small company, you would probably share an office with other employees. Some companies allow office administrators to work from home or remotely.
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who are your colleagues?
As an office administrator, you work in different industries, and your colleagues could include office managers, executive assistants, and administrative assistants. You may also work alongside data entry clerks and health records clerks as well as other specialists, including lawyers, doctors, and construction project managers. Your colleagues should also depend on the kind of office you work in. If you are an office administrator at an architectural firm, for example, your colleagues would be architects.
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work schedule
Your schedule as an office administrator would probably be the standard, full-time 40 hours per week. However, the opening hours of your place of work should determine when you need to put in those hours. As an office administrator, your shifts are usually during the day. You spend more time in the office if you have work that needs to get completed by a specific date. If you work in a hospital, you may need to work shifts at weekends, late at night, or even on public holidays.
In some companies, employers offer you overtime pay if you work extra hours. Other companies provide alternating shifts, allowing you to spend more time with your family and friends. Since your shifts remain the same if you work from home, it would be best to set up an office to avoid distractions and meet your deadlines.
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job outlook for office administrator
The BLS predicts a 4% decline in office and administrative occupations by 2031. However, the organization predicts that there will still be 2.2 million jobs opening up each year to replace people who retire or change careers.
Keep in mind that as an office administrator, you'll be in demand when new companies form. Everyone needs clerical support, so you can get in on the ground floor of new brands and new opportunities. Additionally, you'll have many opportunities to network and interact with people from various departments to learn new skills and advance your career. The role will even expose you to business management, which is valuable training that could lead to more opportunities.
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benefits of working for randstad as an office administrator
Working through Randstad offers you a range of benefits:
- being paid weekly
- flexibility
- always a contact person you can fall back on and ask for help from
- many training opportunities
- a range of jobs in your area
Want a permanent contract? But you wonder why it would be interesting for you to work with a staffing company? 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!
office administrator skills and education
There are no specific requirements for becoming an office administrator. However, you could make yourself a more attractive job candidate by having the right qualifications for the work, including the right education and experience.
Hiring managers are more likely to give positions to applicants with college degrees. While a high school diploma or GED is often enough to get your foot in the door, a degree will help you start or advance your career beyond entry-level jobs. There are both associate and bachelor's degrees offered in areas like office administration, business administration, and administrative management. There are also master's degree programs in office administration, which are especially helpful if you're trying to attain a senior-level position. Additionally, if you're drawn to a specific field such as healthcare, look for specialized degree programs focusing on areas like medical office administration.
As for certifications, you might consider obtaining the Certified Administrative Assistant (CAA) from the National Career Certification Board or the Certified Administrative Professional (CAP) from the International Association of Administrative Professionals. Specialized certifications are also available for areas like project management, healthcare, payroll, and human resources.
Once you land a position, companies usually provide further on-the-job training.
skills and competencies
You typically wear many different hats as an office administrator, so you'll need to call on many different skills, too. Here are just a few areas to work on for a successful future as an office administrator:
- organization
- communication and interpersonal skills
- customer service skills
- flexibility and adaptability
- computer literacy
- attention to detail
- researching skills
- problem-solving skills
You could also need specialized skills for certain industries. For example, if you are an office administrator in a hospital or healthcare setting, you could need to be familiar with medical coding. If you work in human resources, you might need to study payroll practices, employment guidelines, or workplace safety standards.
You can prepare yourself for a career in office administration by learning basic clerical skills. However, you should know that your employers often have their own ways of doing things. For example, you could learn how copiers are generally operated, but different offices have different brands with different functions.
Last but not least, consider brushing up on your software skills. In modern offices, technology is an everyday part of life. Being familiar with office management software can be a job-defining skill. Common names to know include Asana, Taskworld, LibreOffice, and Microsoft 365.
FAQs about working as an office administrator
Here you will find answers to the most frequently asked questions about office administrators.
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what does an office administrator do?
Office administrators are responsible for the day-to-day operations of running an office. Duties could include organizing schedules, coordinating meetings, welcoming visitors, maintaining supply inventory, and more.
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do I need a bachelor's degree to become an office administrator?
Not necessarily. You can get hired as an office administrator with nothing more than a high school diploma or GED. However, it's possible to increase your employment prospects and future earning potential by getting a college degree or earning industry-related certifications.
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how long does it take to become an office administrator?
You could start as an office administrator right away. It's an entry-level profession where your company will provide whatever on-the-job training that you need.
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how much can you make as an office administrator?
The average salary of an office administrator is $38,050 per year. However, the specifics of your paycheck would depend on things like where you work and how much seniority you have.
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can I work part-time as an office administrator?
Office administrators are usually full-time employees, but there are temporary and part-time positions available as well. It depends on the company's needs.
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how do I find a job as an office administrator?
Applying for an office administrator job is easy: create a Randstad profile and search our office administrator jobs for vacancies in your area. Then simply send us your CV. If you do not have a resume, no worries. Just check out our resume builder. This state-of-the-art tool will help you to create your own resume. Need help with your application? Check out all our job-hunting tips!
