Admin Officer Job Description
Admin officers manage daily office operations, provide support to executives, and complete clerical tasks of all types. Admin officers work daytime hours in office environments, and rarely work evening and weekend hours as needed. Offices of all types hire admin officers to keep day-to-day operations working smoothly and efficiently. Admin officers work with little daily supervision, but ultimately report to executives, VIPs, human resource managers, and/or office managers.
Admin Officer Duties and Responsibilities
Doctor’s offices, law offices, other offices, and corporate businesses of all types hire admin officers to complete administrative and clerical tasks. In every type of office environment, admin officers must complete several regular work duties.
Manage Office Documents
Admin officers sort and file documents, sort and deliver in-office mail and memos, and review documents for errors before they are sent out of the office.
Admin officers write regular reports and give presentations of various types, including creating income and expenditure reports and donation lists.
Admin officers greet customers and clients who visit the office in person, and also receive incoming customer phone calls and emails.
Schedule Appointments and Meetings
Admin officers manage schedules for executive and VIPs who work in the office. Admin officers also schedule meetings and events, as well as make booking arrangements for conference and meeting rooms.
Maintain Employee Database
Admin officers maintain the employee database for the office by identifying staffing gaps and following up on new employees to ensure they are performing their duties well.
Coordinate Travel Arrangements
When travel is required for executives and VIPs in the office, the admin officer must make the travel arrangements by purchasing tickets and coordinating schedules and travel itineraries.
Hire Maintenance Workers
Admin officers hire and schedule maintenance workers as needed when problems arise in the office, such as equipment breaking down.
Admin Officer Skills and Qualifications
Admin officers are detail-oriented professionals who are familiar with the day-to-day operations of office environments, and know how to manage their time well to perform duties on schedule. Offices hiring admin officers look for professionals who have a background that displays the following skills:
- Customer service – admin officers serve as a face for the office, which puts them in frequent communication with clients and customers, so employers look for professionals with a customer service background to perform this job.
- Organization – because admin officers work with a number of different types of documents, they must be well-organized people who can find specific files and information very quickly.
- Multi-tasking – admin officers must juggle many daily tasks and responsibilities, so the ability to multi-task and work on several projects at once is essential.
- Communication skills – admin officers must be able to communicate clearly with clients and all office staff, and relay information in a way that others can easily understand.
- Human resources – admin officers address staffing issues and hire maintenance workers, so individuals who have a background in management and/or human resources are highly desired by employers.
Tools of the Trade
In addition to general office equipment and tools, admin officers must know how to work with offline and online software.
- Microsoft (Office, Word, Excel, PowerPoint, Outlook)
- Internet (web browsers, email, social media sites)
Admin Officer Education and Training
Employers require admin officers to have a high school diploma or equivalent, at minimum, for this job. Having an associate’s or bachelor’s degree in business administration can make candidates stand out above and beyond others seeking the same job. Most companies will also require admin officers to have previous work experience in an office environment, either as an administrative assistant or clerical staff member.
Admin officers often receive a brief, one-week on-the-job training course when they begin a new job in this career. They will be closely monitored during this period to ensure they are becoming familiar with daily office functions. Following this brief training period, admin officers will work for one to three weeks with more reduced supervision as they continue to learn their basic job functions before being allowed to fully assume all of their duties without on-the-job guidance.
Admin Officer Salary and Outlook
The Bureau of Labor Statistics data shows that secretaries and administrative assistants, who perform many of the same duties as admin officers, earned a median salary of $37,230 in 2016. In the same year, these professionals earned a median hourly wage of $17.90. There were 3,990,400 jobs available for secretaries and administrative assistants in 2016, a number that is expected to decline by five percent through the year 2026.
Admin officers receive a basic benefits package from employers that includes health insurance and retirement benefits, as well as paid sick and vacation leave. When travel is required, offices will reimburse admin officers for these expenses. Some large companies provide other benefits to all employees, including in-house child care, free meals, and profit-sharing bonuses.
Turn to helpful books and websites for admin officers and administrative professionals of all types to find tips and information for obtaining success in this career field:
American Society of Administrative Professionals – the ASAP offers webinars, information about certification programs, video training courses, career opportunities, and articles for administrative professionals and admin officers.
Administrative Office Management (8th Edition) – turn to this book to learn more about the day-to-day duties of being an admin officer. The text covers information about office environments, working with other employees, and mastering administrative functions.
The Association of Executive and Administrative Professionals – visit AEAP to find forums to connect with other administrative professionals, find seminars, and explore educational resources to advance in an administrative career.
The Administrative Professional: Technology & Procedures (Advanced Office Systems & Procedures) – learn the skills that admin officers need with this guidebook, including effective communication skills, applying critical thinking to administrative tasks, and managing customer service and other clerical duties in the office.
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