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 ensure appointments are confirmed, and 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 organisation and multitasking skills? Then read on to find out what competencies and qualifications you need to thrive in an office administrator role.
office administrator jobsaverage salary of an office administrator
The salary of an office administrator in Canada can vary depending on several factors, including the location, level of experience, the size and type of the company, and the specific duties and responsibilities of the role. On average, the salary for an office administrator in Canada typically is $54,000 ranging from $41,000 to $67,000 per year. However, these figures can vary, and in larger cities with a higher cost of living, salaries may be higher.
how to increase the salary of an office administrator
The salary of an office administrator depends on the level of education and qualifications. When you have more experience in the job, you will receive job offers with higher earnings. You can also demand more compensation when you hold qualifications in your field. The transferrable skills you bring when joining a company increase your bargaining power for better payment.
Your employer also influences your compensation package. For instance, if you work in a hospital, you are likely to earn more due to the complexity of your responsibilities. Retail businesses may pay considerably less due to the minimal duties involved. Working in large towns and cities also increases your earning potential due to the high demand for office administrators.
types of office administrators
The types of office administrators depend on the business sector and specialism 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
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 also need to coordinate office functions to get a high level of productivity. Since you will often be dealing with sensitive information, it's important to coordinate office procedures in line with company policies.
- 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 is your role to organize and prepare things for the event. You notify the attendees of the date and venue of the meeting or event. As well as scheduling the meeting, you make travel arrangements for the company if necessary.
- dealing with clients: as an office administrator, you ensure that clients' needs are met when they visit the company. 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.
- assisting human resources: working in a small company means that you'll probably be in charge of most areas, including human resources. That means you will help with hiring and onboarding new employees if your company doesn't have a human resources department.
- 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. If there is a breakdown, it's your job to have the equipment repaired or replaced as soon as possible.
- 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. If an employee has a problem with their salary or overtime, you help them resolve it. You also ensure they have the necessary tools and equipment to carry out their responsibilities.
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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. However, if you work for a small company, you will 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 might include office managers, executive assistants and admin 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.
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work schedule
Your working week as an office administrator is 35-40 hours. However, the opening hours of your place of work determine when those hours are worked. 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 be required 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
Choosing an office administration career offers a stable number of open positions. Your salary might be low at the entry point but will grow as you develop your expertise and experience. As an office administrator, you interact with people from various departments, allowing you to learn new skills and advance your career. You also have access to information on how to run a business, which could help you set up your own business.
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advantages of finding an office administrator job through Randstad
Working with Randstad offers you a range of benefits.
- always a contact person you can fall back on and ask for help from
- many training opportunities
- a range of jobs in your area
office administrator skills and education
Office administrators don't need specific educational achievements, but the following qualifications can boost your employment prospects:
- high school diploma: many entry-level office administrator positions may only require a high school diploma or equivalent. However, having a diploma with a strong academic background, including subjects like English, mathematics, and computer skills, can be advantageous.
- post-secondary education: some employers may prefer candidates with post-secondary education, such as a certificate, diploma, or associate's degree in administrative studies, office administration, business administration, or a related field. These programs typically provide training in office procedures, computer applications, communication skills, and other relevant topics.
- bachelor's degree: while not always required, having a bachelor's degree in a field such as business administration or management can open up more advanced opportunities in office administration or administrative management roles.
- certification: obtaining certification can also enhance your qualifications. Organizations like the Canadian Institute of Management (CIM) and the Association of Administrative Professionals (AAP) offer relevant certifications that can demonstrate your competence and dedication to the field.
skills and competencies
Some of the qualities of an office administrator include:
- communication and interpersonal skills: as an office administrator, you need outstanding listening and interpersonal skills to work with a team of administrative staff. Listening skills help you serve clients better, while interpersonal skills are essential for delegating and scheduling duties.
- flexibility: two days are rarely the same when you are an office administrator. That means you need to adapt to new duties daily. There are also interruptions when something urgent comes up.
- computer skills: as an office administrator, you need excellent computer applications and software knowledge. Many of your duties involve creating reports, answering emails and inputting data.
- attention to detail: as an office administrator, you need a good eye for detail to write accurate reports and avoid errors in bookkeeping and data entry.
FAQs
FAQs about working as an office administrator
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what does an office administrator do?
Office administrators keep things organized by scheduling tasks and creating workflow plans for colleagues. They also handle filing and clerical duties to ease office operations. Want to learn more about working as an office administrator? Then check out this article.
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what is considered office administration?
Office administration involves bookkeeping, clerical work and other administrative tasks. Some office administrators also handle correspondence and hiring duties. Want to learn more about working as an office administrator? Then check out this article.
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what should an office administrator be paid?
An office administrator earns a salary of $54,000 per year. When you have extensive experience, your compensation package increases to $67,000 annually. Want to learn more about working as an office administrator? Then check out this article.
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is an office administrator a receptionist?
A receptionist is in charge of the front office and acts as the company's public face. In contrast, an office administrator has similar responsibilities but handles more internal jobs in a back-office capacity. Want to learn more about working as an office administrator? Then check out this article.
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is being an office administrator a good career?
Being an administrator gives you lucrative opportunities for career progression due to the proximity to managerial roles. The compensation package is also attractive. Want to learn more about working as an office administrator? Then check out this article.
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how do I apply for an office administrator vacancy?
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