WHAT DOES AN ADMINISTRATIVE DO?

Published: May 14, 2025 – The Administrative professional delivers high-level administrative support by managing office operations, organizing meetings, preparing detailed reports, and handling sensitive documentation with confidentiality. This position facilitates communication between departments, vendors, and clients while maintaining calendars, tracking deadlines, and ensuring compliance with internal procedures. The individual demonstrates proficiency in office software, multitasking under pressure, and implementing efficient workflows that improve productivity and organizational accuracy.

A Review of Professional Skills and Functions for Administrative

1. Administrative Analyst Responsibilities

  • Internal Support: Providing internal support for the parts and service departments
  • Spreadsheet Management: Maintain and update spreadsheets
  • Data Analysis: Analyzing data and processes to look for and better understand problems.
  • Process Development: Developing processes and policies to replace or improve upon current methods.
  • Cross-Functional Collaboration: Working with departments as they implement, refine, review, and modify processes and systems.
  • Presentation: Presenting findings and pitching ideas to management and other departments for process improvement.
  • Strategic Alignment: Ensuring that all initiatives align with the company’s mission and goals.
  • Project Assistance: Assist with project implementation and completion.
  • Training Coordination: Assist with training coordination.
  • Time Management: Complete timesheets daily.
  • Compliance Training: Complete the required company's annual training.

2. Administrative Assistant Job Summary

  • Calendar Management: Handle and coordinate office calendars
  • Scheduling: Schedule and confirm office bookings
  • Communication Management: Track and answer electronic enquiries
  • Reception: Greet people and direct them to clients or service areas
  • Call Handling: Answer the telephone and relay telephone calls and messages
  • File Organization: Ensure file organization based on office protocol
  • Inventory Management: Order office supplies and maintain inventory
  • Mail Handling: Open, distribute, or file regular and electronic incoming mail and other material
  • Client Support: Provide support to office clients
  • Report Management: Manage reports and records, as well as create invoices and monthly reports
  • Data Compilation: Compile data, statistics, and other information

3. Administrative Assistant Bookkeeper Duties

  • QuickBooks Entry: Enter transactions in QuickBooks
  • Statement Generation: Generate monthly statements
  • Report Updating: Update the investors' report
  • Document Handling: Handle accounting and business paperwork
  • Loan Application Processing: Process construction loan pay applications
  • Invoice Processing: Take responsibility for processing invoices
  • Finish Research: Research construction finishes
  • Payment and Payroll: Collect payments and process payroll
  • File Management: Take responsibility for maintaining digital files
  • Meeting Coordination: Coordinate meetings and phone calls
  • Contract Drafting: Draft contracts using templates

4. Administrative Associate Overview

  • QuickBooks Posting: Verify and post in QuickBooks details of business transactions, such as funds received and disbursed, and total accounts to the ledgers.
  • Journal Entry Processing: Process journal entries and reconcile bank statements.
  • Invoice Generation: Generate invoices and send them to clients.
  • Accounts Management: Keep track of accounts payable and receivable.
  • Month-End Close: Participate in month-end close activities, including preparation of journal entries, reconciliation of accounts, sales tax computations, and other accounting duties on time.
  • Operations Maintenance: Ensure optimal operation of the team’s equipment, supplies, and inventories with preventive maintenance.
  • Administrative Support: Provide direct administrative support to senior leaders.
  • Meeting Planning: Plan, organize, and schedule company meetings and webinars occurring in the office, off-site, and via video conference.
  • Travel Coordination: Coordinate domestic and international travel arrangements for all levels of employees.
  • Record Maintenance: Maintain a filing system, contact database, employee list, and inventories.
  • Office Supply Ordering: Order office supplies and food deliveries for group meetings.

5. Administrative Associate Additional Details

  • File Management: Take responsibility for managing file organization
  • Account Management: Account Management and Invoicing
  • Office Management: General Office Management (ordering supplies, mailings, document preparation)
  • Vendor Coordination: Managing contractor and vendor accounts
  • Voicemail Handling: Listens to voicemail/Televox
  • Call Management: Answers multiple phone lines promptly and in an inviting manner
  • Message Follow-Up: Follows up on messages and phone calls
  • Fax Distribution: Receives and distributes faxes to appropriate parties
  • Equipment Maintenance: Ensures that printers, scanners, and computers are stocked and working properly
  • Email Communication: Communicates via email and in-basket to caregivers
  • Supply Tracking: Tracks all office supplies

6. Administrative Executive Essential Functions

  • Administrative Support: Responsible for handling administrative duties.
  • Infrastructure Management: Handle all infrastructure management of the office.
  • Inventory and Maintenance: Purchase and maintain inventory of office equipment, stationery, and administer maintenance contracts of office equipment and facilities.
  • Budget Reporting: Prepare regular reports on expenses and office budgets.
  • Correspondence Handling: Distribute and store correspondence (e.g., letters, emails, and packages).
  • Travel Arrangement: Arrange travel and accommodations.
  • Event Scheduling: Schedule in-house and external events.
  • Attendance Monitoring: Monitor the attendance of the employees at the office and site locations.
  • Government Liaison: Liaise with government officials.

7. Administrative Manager Role Purpose

  • Process Coordination: Planning and coordinating administrative procedures and systems, and devising ways to streamline processes
  • Information Flow Management: Ensure the smooth and adequate flow of information within the company to facilitate other business operations
  • Schedule Management: Manage schedules and deadlines
  • Cost Monitoring: Monitor costs and expenses to assist in budget preparation
  • Facility Oversight: Oversee facility services, maintenance activities, and tradespersons (e.g., electricians)
  • Office Activity Supervision: Organize and supervise other office activities (recycling, renovations, event planning, etc.)
  • Policy Compliance: Ensure operations adhere to policies and regulations
  • Change Monitoring: Keep abreast with all organizational changes and business developments
  • Facility Safety: Ensure a safe, secure, and well-maintained facility that meets environmental, health, and security standards.
  • System Maintenance: Manage the maintenance and repair of machinery, equipment, and electrical and mechanical systems.
  • Staff Management: Hiring, training, and evaluating employees, and taking corrective action
  • Policy Development: Developing, reviewing, and improving administrative systems, policies, and procedures.
  • Supply and Equipment Management: Ensuring the office is stocked with necessary supplies and all equipment is working and properly maintained.

8. Administrative Sales Assistant General Responsibilities

  • Sales Scheduling: Schedule sales calls, retro installs, communicate and submit POs to MZ Electric, and schedule 2-week follow-ups after install.
  • Customer Communication: Communicate with customers through phone calls, text, and email.
  • Lead Entry: Enter the lead into a lead sheet.
  • Job Board Input: Input the sale into the job board.
  • Payment Follow-Up: Follow up on payment of the job and send thank-you cards.
  • Parts Delivery: Drive company vehicle for delivery/pickup of parts/equipment.
  • Follow-Up Communication: Follow-up calls, texts, and emails.
  • Post-Estimate Follow-Up: Follow up with customers after the estimate, ask to schedule the install, add upgrades, and give a script to follow.
  • Paperwork Handling: File paperwork, scanning/copies of paperwork, answer/transfer incoming customer phone calls as backup to front staff.
  • Team Coordination: Communicate with front staff and customer service representatives to ensure jobs are completed from beginning to end with high-level customer satisfaction.

9. Administrative Specialist Tasks

  • Office Duties: Perform typical office duties and answer phone calls.
  • Order Support: Support customers throughout the order and shipping process from order entry to delivery follow-up and tracking of orders.
  • Shipment Tracking: Track and trace shipments online and communicate results with customer inquiries.
  • Invoice and Document Support: Support customer requests for invoices and Certificates of Analysis.
  • Finance Coordination: Follow-up on remittance advice and Statements of Account as directed internally by Finance.
  • Marketing Material Management: Update and create/organize marketing materials as directed internally by Marketing.
  • Sales and Marketing Participation: Participate in incoming and outgoing sales and marketing programs by telephone, fax, mail, other electronic commerce, and in person.
  • Email Campaign Assistance: Assist with email sales campaigns with customer sample follow-up.
  • Event Administration: Deliver administrative support for all workshops, symposiums, conferences, trade shows, and training sessions.
  • Product Promotion: Partake in and promote products during congresses and seminars, both online and face-to-face.

10. Administrative Supervisor Duties

  • Team Supervision: Supervise Assistant Community Managers and Receptionist
  • Employee Development: Mentor employees, set goals, and develop performance
  • Performance Monitoring: Monitor the performance of support staff and front desk operations
  • Client Escalation Resolution: Resolve any client escalations and customer service tickets from the home office
  • Cross-Functional Oversight: Oversee cross-functional work areas targeted to resolve issues raised by customers
  • Administrative Coordination: Manage and coordinate administrative support services, mail distribution, record management, and other office support services.
  • Resident Communication: Provide primary contact for homeowners and residents via phone calls, voice mails, email, faxes, and walk-ins.
  • Utility Setup: Handle new client utility setup and transition
  • Registration Management: Maintain and renew client state registrations – DORA and SoS
  • Escalation Triage: Triage customer service escalations from BBB, social media, and the Home Office
  • Audit Oversight: Oversee several company and customer annual audit procedures
  • Project Leadership: Periodically head special projects
Relevant Information
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