WHAT DOES AN ADMINISTRATION DO?

Published: May 13, 2025 – The Administration performs strategic planning and oversees daily operations to ensure organizational efficiency. This role involves coordinating departments, allocating resources, and implementing policies to support institutional objectives. The individual also monitors compliance, maintains accurate records, and enhances workflow through systematic procedures.

A Review of Professional Skills and Functions for Administration

1. Administration Assistant Duties

  • Documentation Management: Complete New Account Documentation and KYC Forms
  • Client Scheduling: Book and confirm meetings and client lunches
  • Document Handling: Scan documents and follow up on rejections
  • Email Communication: Perform emailing duties such as mass emails and creating email lists
  • Event Coordination: Organize and execute client birthday, anniversary, and milestone celebrations
  • Task Management: Utilize a contact management system for daily task management
  • Client Service: Provide world-class client service to valued clients
  • Mailing Coordination: Complete special mailings such as promotional mailings, Christmas cards, client letters, etc.
  • Electronic Filing: Scan and file client documents and meeting notes into client electronic files

2. Administration Coordinator Details and Accountabilities

  • Lease Registration: Register leases accurately, following the legislative requirements for the province and equipment type
  • PMSI Compliance: Ensure registrations are completed within PMSI timeframes to secure priority interest in leased equipment
  • Regulatory Knowledge: Understand provincial nuances regarding registration rules and adhere to all provincial standards to ensure accurate registrations are obtained
  • Pre-Registration Processing: Conduct pre-registrations according to policy
  • Amendment Processing: Process amendments to registrations
  • Discharge Processing: Process discharges of registrations following policy and procedure, and provide proof of discharge upon request to customers
  • Policy Compliance: Understanding Business Origination Policy Manual policies as they pertain to Documentation, PPSA, and Insurance
  • Team Collaboration: Perform as a team member and ensure collaboration
  • Process Improvement: Improve processes within the Administration Department

3. Administration Executive Responsibilities

  • Billing and Invoicing: Perform billing and invoicing for customers
  • Procurement Execution: Execute procurement (Purchase Order, Delivery Order, etc)
  • Supplier Liaison: Liaise with suppliers on office supplies and equipment purchase
  • Warranty Registration: Assist the project team with the registration of the warranty card
  • Material Coordination: Assist the project team in updating and following up on materials ordering and delivery
  • Employee Claims Handling: Handling claims of employees
  • Call and Filing Management: Handling of phone calls and filing
  • Basic Accounting: Handling of basic accounting tasks

4. Administration Manager Tasks

  • Corporate Secretarial Service: Providing a top-class corporate secretarial service to a portfolio of corporate clients
  • Global Client Support: Corresponding with and supporting a global network in the provision of company secretarial services to global clients
  • Transaction Leadership: Leading the team on corporate transactions
  • Corporate Filing Coordination: Corresponding with both the Companies Registration Office and clients on the clients' corporate filings
  • Cross-Department Collaboration: Working as part of a team with fellow managers, directors, and partners from other departments on joint projects
  • Department Operations: Assisting with the smooth running of the department
  • Business Development: Leading the growth of the department, proposing and winning new business, and positively contributing to the overall development of the practice
  • Team Supervision: Supervision and development of trainee team members
  • Legislation Awareness: Keeping up to date with changes in legislation
  • Risk Management Support: Assist with Risk Management processes

5. Administration Support Staff Overview

  • Workflow Coordination: Coordinate workflow with sales and shop
  • Purchase Order Follow-up: Follow up on intercompany purchase orders
  • Report Maintenance: Maintain daily reports (open orders, backorders, follow up on past due)
  • Order Monitoring: Proactively monitor and address significant orders
  • Supply Management: Order and maintain office/sales supplies within the branch
  • Sales Support: Assist sales with a quote, order, and credit entry
  • Visitor Reception: Receive visitors, organize customer training
  • Clerical Duties: Various clerical duties, including mail, filing, photocopying, and accounts payable
  • Inventory Management: Ensure that inventory-stocking levels are maintained and sufficient to meet the business needs
  • Warehouse Support: Support warehouse functions
  • Manufacturing Interaction: Interact with manufacturing facilities for the support of stocking levels and prioritization
Relevant Information
What Does An Administration Executive Do?
What Does An Administration Manager Do?
What Does An Administration Specialist Do?
What Does An Administrator Do?