What Does An Office Administrator Do?

WHAT DOES AN OFFICE ADMINISTRATOR DO?

Published: Dec 08, 2025 - The Office Administrator receives and directs visitors and calls, handles general inquiries, maintains secure filing systems, and ensures accuracy across reports, records, and logs. This role involves supporting HR and branch leadership through onboarding, training coordination, requisitions, benefits enrollment, performance tracking, and various clerical, scheduling, and reporting functions. The Administrator also manages supply requests, orders materials, coordinates maintenance and capital project installations, and assists with equipment tracking and invoice processing.

A Review of Professional Skills and Functions for Office Administrator

1. Office Administrator Duties

Marketing Materials: Generate and publish company marketing materials, including newsletters and website content.
Social Media: Maintain social media platforms such as LinkedIn, Twitter, Facebook, and Instagram.
Meeting Coordination: Schedule and facilitate company meetings.
Office Maintenance: Ensure the office is clean and organized.
Property Management: Provide property management services to tenants at multiple locations.
Supply Management: Manage office supply ordering and maintain supply stock.
Event Coordination: Coordinate company events, including conferences, team activities, and the Christmas party.
Team Support: Assist team members with special projects and daily tasks.
Reporting Skills: Run and compile monthly client reports.
Onboarding Support: Assist the account manager with new dealer onboarding paperwork.
Tech Troubleshooting: Troubleshoot and resolve technology issues for the company.

2. Office Administrator Details

Call Handling: Answer calls to the reception phone line professionally, directing calls to departments.
Mail Management: Manage posts both incoming and outgoing, scanning and distributing to various departments.
Customer Reception: Meet and greet customers, providing support to ensure customer visits are conducted in a FIRST-CHOICE manner, providing refreshments, and ensuring customers are supported at all times.
Visitor Checks: Ensure temperature checks are completed and recorded for all visitors to the site.
Refreshment Ordering: Order tea, coffee, and soft drinks from a local supplier and maintain a stock of these for staff and visitors to the site.
Stationery Ordering: Order stationery and ensure it is stored and distributed correctly.
Showroom Support: Order showroom items for the Marketing team to support product launches.
Admin Support: Provide general administration support such as photocopying, scanning, and binding of documents.
Business Card Management: Order and keep business cards updated.
Room Booking: Book internal meeting rooms.
Hotel Booking: Maintain the Premier Inn account and book hotels.

3. Office Administrator Responsibilities

Standards Compliance: Follow and implement standards and legislation within areas of responsibility.
Policy Implementation: Implement global policies and standards, including communicating and delivering training to employees.
Supplier Management: Manage general administration suppliers.
Asset Management: Manage the car fleet, telecom services, office supplies, and furniture.
Travel Support: Provide local travel administration support.
Reception & Archiving: Handle reception, archiving, and employee business cards.
Space & Security: Manage space and oversee the security system.
Event Support: Support sales events as well as Finance.
IT Support: Provide IT support.
HR Collaboration: Cooperate with the Regional HR team and the Recruitment team.

4. Office Administrator Job Summary

Office Maintenance: Oversee general tidiness and maintenance of the office.
Repairs Coordination: Organise repairs and replacement of worn-out or broken items.
Guest Reception: Meet and greet guests.
Document Handling: Prepare materials and documents for signature and order couriers or ship items globally.
Desk & IT Coordination: Coordinate desk moves and infrastructure upgrades in collaboration with IT.
Floor Plan Management: Maintain the floor plan through Space IQ.
Room Booking: Manage meeting room bookings.
Building Liaison: Liaise with building management for entry permits, building repairs, and related needs.
Safety Log Management: Maintain the fire warden and first aiders' log, including responsibilities, equipment, and training.
Stock Management: Complete weekly grocery shopping and manage pantry and stationery stock.
Travel Booking: Book travel for employees and communicate details with the global office management team using the online platform.
Expense Management: Manage expenses for senior employees and office management.
Event Planning: Plan and coordinate events for the office.

5. Office Administrator Accountabilities

Call & Email Handling: Answer the telephone and emails.
Orientation Support: Assist with conducting new hire orientation material in a manner that is clear and easy to understand.
Paperwork Submission: Submit necessary paperwork to the home office.
Manager Support: Conserve managers’ time by reading, researching, and responding to correspondence and drafting emails and other documents.
Confidentiality Management: Understand the importance of and maintain confidential information.
Document Preparation: Create, prepare, and finalize presentations, reports, spreadsheets, and other documents.
Project Assistance: Support all managers with their respective projects.
Office Appearance: Maintain office appearance.
Repair Coordination: Manage and schedule repairs to the office and outside property.
Delivery Handling: Unload and load deliveries, including operating a forklift.
Inventory Management: Be in charge of managing inventory.

6. Office Administrator Functions

Company Representation: Maintain a positive and friendly company image by acting as the first line of contact to visitors, customers, and vendors, whether interacting in person, online, or via telephone.
Filing Management: Maintain organized filing systems, both physical and electronic, to allow for efficient records management.
Calendar Coordination: Maintain meeting room calendars and manage requests for meeting room use.
Invoice Processing: Process and approve invoices and expense reports in compliance with company standards.
Travel Coordination: Coordinate domestic and international travel arrangements.
Mail Handling: Facilitate mail distribution and shipment pickup, and delivery for the office to ensure effective communication internally and externally.
Reception Management: Manage the reception area, greeting and directing guests and visitors.
Call Routing: Answer and route phone calls to appropriate parties.
Event Assistance: Assist in planning and arranging in-office meetings and events, including organizing catering.
Meeting Setup: Set up and break down office space before and after meetings and events.
Supply Purchasing: Purchase office supplies and office equipment in accordance with company purchasing policies and budgetary restrictions.
Housekeeping: Maintain general housekeeping of office areas and equipment.
Equipment Management: Manage contracts and maintenance of office equipment, including the copier and fax machine.
Supplier Purchasing: Solicit, negotiate, and place purchase orders with suppliers.
System Maintenance: Manage the maintenance of all system inputs related to supplier lead times and re-order points.
Order Tracking: Track and expedite purchased hardware and software while providing monthly forecasts to vendors.
Inventory Planning: Assist the inventory stocking plan across the supply chain network to improve service levels while minimizing cost and working capital.
Root-Cause Analysis: Conduct root-cause analysis for supply chain issues and variances and define corrective action plans to avoid recurrence.
Stock Review: Review out-of-stock situations or excessive stock issues and recommend mitigations.

7. Office Administrator Job Description

Postage Handling: Handle incoming and outgoing postage.
Front Desk Support: Act as the first point of contact for landlines and for external and internal visitors, including hotel reservations, taxi bookings, invitations, and letters.
Event Coordination: Coordinate events mainly for employees and support conferences with refreshments.
Supply Ordering: Order and handle office supply equipment and furniture.
Invoice Scanning: Scan incoming invoices.
Office Maintenance: Help organize and maintain office common areas, including building safety and security.
Fleet Management: Manage the car fleet.
Travel Management: Manage travel arrangements.
Telephony Management: Manage telephony services.

8. Office Administrator Overview

Multitasking: Manage multiple tasks while presenting a customer-friendly interface.
Call Handling: Answer phones and direct calls to appropriate personnel.
Technician Dispatching: Dispatch technicians in alignment with priorities and within designated territories.
Order Processing: Receive and process purchase orders.
Reporting Support: Assist with reporting and special projects.
Order Entry: Book order entries.
Department Support: Perform other duties as assigned by the Regional Branch Manager to support departmental goals.

9. Office Administrator Details and Accountabilities

Switchboard Management: Manage the main switchboard, screen, and direct calls, and take and relay messages.
Caller Support: Provide information to callers.
Query Handling: Deal with queries from the client and contract cleaning companies.
Staff Tracking: Ensure knowledge of staff movements in and out of the organisation.
Admin Support: Provide administrative support to the Washroom Solutions team.
Delivery Handling: Deal with deliveries to clients.

10. Office Administrator Tasks

Office Cleanliness: Keep all office spaces clean and tidy at all times and ensure a nice working environment.
Visitor Reception: Be the first port of call for all corporate visitors.
System Maintenance: Maintain office systems, including IT and filing systems.
Delivery Handling: Accept and clear deliveries.
Room Booking: Manage three meeting room bookings and manage the spaces.
Supply Maintenance: Maintain supplies.
Refreshment Management: Maintain drinks and refreshments in all offices.
Lunch Ordering: Order daily lunches and support the Heads of Department with ad-hoc office-related tasks.
Call Handling: Answer the phone.
Document Research: Research and create or update documents.

11. Office Administrator Roles

Office Administration: Assist with office administration to support the financial advisor, team, and clients of the firm.
Client Liaison: Provide client support by acting as a liaison between the advisor and clients to deliver exceptional customer service that supports their financial planning goals.
Account Maintenance: Utilize the custodian platform to maintain client accounts.
Transaction Support: Assist with client transactions as advised by the financial advisor.
Reporting Assistance: Assist with quarterly reports on an annual basis.
Supply Ordering: Order cleaning supplies, hand paper towels, and toilet rolls.
System Updates: Update the TMS system by adding new starters and liaise with relevant departmental managers regarding any issues.

12. Office Administrator Additional Details

Call Handling: Answer incoming calls to the company in a friendly and professional manner.
Reception Duties: Perform reception duties, including dealing with enquiries and visitors.
Mail Organisation: Organise incoming and outgoing mail.
Admin Support: Provide general administrative support, ensuring speed, accuracy, confidentiality, and high customer service.
Financial Admin: Provide financial administrative support, including processing invoices.
Supply Monitoring: Monitor office supplies and stationery.
Customer & Supplier Relations: Deal with customers and suppliers.

13. Office Administrator Essential Functions

Admin Duties: Perform general administrative duties.
Department Liaison: Liaise with internal departments.
Invoice Processing: Check invoices and process payments.
Meeting Coordination: Organise and coordinate management meetings.
Supply Ordering: Order office supplies and stationery.
Guest Reception: Meet and greet guests in the office.
Inbox Management: Maintain and monitor the office inbox.
Courier Organisation: Organise couriers and deliveries.
Report Running: Run weekly reports.

14. Office Administrator Role Purpose

Reception Management: Manage the reception desk at the Centre Management Office.
Call Handling: Handle telephone enquiries from customers, tenants, owners, and contractors.
Team Coordination: Work closely with fellow team members, tenants, and centre contractors.
Purchase Order Management: Create and manage purchase orders and payment of invoices.
Leasing Support: Assist the Retail Manager with overall management of casual mall leasing, including raising invoices and collecting rent.
Invoice Processing: Process invoices for payment and maintain the filing system.

15. Office Administrator General Responsibilities

Client Contact: Act as the first point of contact for all clients via phone and email.
Engineer Scheduling: Schedule field-based engineers day to day and process any relevant paperwork.
Account & Quotation Prep: Prepare and submit small works accounts and quotations.
Client Liaison: Liaise with clients and subcontractors.
Remedial Follow-Up: Follow up on remedial actions.
Report Generation: Generate management reports and maintain the company management systems.
Admin Duties: Perform general administrative duties.

16. Office Administrator Key Accountabilities

Data Preparation: Create and review USBs of customer data to be shipped to customers.
Staff Onboarding: Support the onboarding of new staff by welcoming them and setting up IT and tech.
Marketing Support: Coordinate and send marketing collateral to customers.
Office Supplies Management: Order office supplies and stationery, and manage office expenditure.
Appointment Scheduling: Set up customer appointments and manage meeting rooms.
Document Creation: Create letters and other necessary documents.
Courier Arrangement: Take charge of arranging couriers.

17. Office Administrator Roles and Details

Reception Management: Manage the reception in the office and maintain a professional and tidy area.
Visitor Experience: Be the face of the office and ensure visitors feel welcomed.
Room Booking: Book meeting rooms and ensure they are kept tidy and cleared after meetings.
Facilities Support: Provide facilities support for the office, including IT support for the boardroom and setting up conference calls.
Invoicing Support: Assist with invoicing and debtor management.
Diary Assistance: Provide email and diary assistance for a Partner.
Marketing Support: Assist with marketing events and the associated administration.

18. Office Administrator Responsibilities and Key Tasks

Order Management: Order items, follow up with manufacturers for ship dates, respond to order questions, and ensure orders move into production as quickly as possible with all manufacturers.
Acknowledgement Coordination: Maintain, distribute, and double-check manufacturer acknowledgements with the appropriate design and sales personnel on time.
Job Log Monitoring: Monitor the job log and ensure ship dates and pertinent information are completed promptly.
Team Coordination: Coordinate with the design and install teams on the status of all jobs on the FSW Job Log.
Order Placement: Take responsibility for placing orders.
Meeting Refreshments: Assist with organizing beverages and snacks for client meetings.
Client Lunch Setup: Set up and organize lunches with A&D clients, assisting manufacturer reps and the design team.
File Organization: Assist with filing and organizing job folders.
Bid Package Support: Assist in creating, printing, and binding bid packages.
Client Communication: Assist the sales team in informing clients of unforeseen delays or problems.
Installation Packet Support: Assist the design team with the creation of installation packets for the installers.
Promotional Support: Assist in preparing and organizing promotional material or events.

19. Office Administrator Duties and Roles

Customer Experience: Ensure a positive customer experience through efficient, courteous, and professional interactions between local staff and customers.
Customer Resolution: Resolve customer requests and inquiries personally.
Dispatch Quality: Ensure the quality of dispatching.
Escalation Handling: Handle escalated customer concerns.
Credit & Collections: Facilitate credit and collections interactions.
Call Handling: Answer and transfer phone calls.
Customer Knowledge: Maintain knowledge of customer requirements and agreements.
Operational Support: Provide operational support and assist with preparing documents and communication.
Service Order Entry: Enter and maintain service orders.
PO & Billing Processing: Oversee processing of POs, invoices, CODs, billing, and vendor and customer setups.
Inventory Support: Assist with inventory oversight and transactions, including shipping and receiving.
Reconciliation: Complete monthly RECNOAP reconciliation.
Admin Management: Manage efficient administrative support services in the Service Center.
Office Maintenance: Ensure the cleanliness and functionality of office workspaces and equipment, liaising with IT and managing office supplies.
Reporting & Payroll Support: Provide reporting, maintain documents, and assist with the accurate submission of employee payroll data.

20. Office Administrator Roles and Responsibilities

Inventory Oversight: Organize and supervise inventory processes in the department, including accounting, periodic inventory, and write-off of fixed assets.
Fixed Asset Support: Support and collect information from other devcenters on the annual inventory of fixed assets.
Asset Write-Offs: Submit lists for write-off, control proper maintenance of fixed assets, and make changes and write-offs.
Request Management: Manage the queue of requests and other services in the management system (Cherwell) across all company locations.
Service Analysis: Analyze existing services continuously and oversee their maintenance and improvement.
Service Development: Develop additional services in the system and introduce and present them to department employees.
Policy Management: Develop, describe, and update department policy on the corporate portal.
Safety Policy Support: Assist with posting and making policy changes for the Occupational Safety and Power Supply Department.
Budget Preparation: Write the department budget for the next year.
Budget Control: Control budget implementation continuously and make corrections while forecasting costs for the next quarter.
Cross-Division Support: Cooperate actively and respond to requests from other company divisions.
Process Analysis: Participate in the analysis of internal processes in the department.
Analytical Reporting: Form analytical reports.
Team Support: Assist teammates and learn, and follow the department policy.

21. Office Administrator Duties

Office Coordination: Coordinate office activities and operations.
Visitor Reception: Welcome visitors and direct them.
Call & Correspondence Management: Manage phone calls and correspondence.
Meeting Coordination: Coordinate calendars and organize meetings.
Bookkeeping Support: Perform bookkeeping and collections tasks.
File Maintenance: Maintain general office files.
Office Maintenance: Oversee office maintenance and office equipment.
Clerical Support: Perform other relevant clerical duties.

22. Office Administrator Details

Administrative Support: Support the Chief Administrative Officer with administrative work.
Office Management: Oversee daily office management tasks, including mail, answering phones, managing schedules and room bookings, responding to emails, receiving visitors, and addressing general employee and facility needs.
Supply Monitoring: Monitor and order office supplies.
Payment Authorization: Authorize payments and maintain copies of receipts, invoices, records, and inventories.
Office Upkeep: Perform other administrative work to manage the upkeep of the office.
Special Projects: Take on special projects across various departments.

23. Office Administrator Responsibilities

Reception Services: Provide reception and front-of-office services.
Agile Workspace Support: Support the agile working approach by monitoring office space usage, ensuring desks are clear when not in use, and confirming meeting rooms and project areas are used in accordance with policies.
Room Booking: Manage meeting room bookings.
Supply Management: Manage and order office supplies, including milk, stationery, and PPE.
New Starter Support: Meet, greet, and induct new starters and visitors on the floor and provide office tours.
Access Management: Manage the office contact list and car park pass systems.
Office Coverage: Support other offices, including annual leave and sickness coverage.
Print & Bind Support: Assist with printing and binding.
Travel Booking: Provide travel booking support to teams.
Archive Support: Provide archive support to office teams.
Meeting Support: Support office meetings, including preparation and attendance.
FM Contact Point: Provide the first point of contact for the regional FM manager on soft and hard FM and landlord issues.
FM Coordination: Coordinate all FM and maintenance responsibilities for the company and the landlord regarding the office.
Contractor Liaison: Liaise with the term FM contractor and subcontractors for office access, PPM, compliance, and reactive work.
H&S Assessment: Implement a daily health and safety assessment of the office floor and report hazards to the regional FM manager.
Fire Marshal Support: Perform fire marshal support duties for the office.

24. Office Administrator Job Summary

Call Handling: Answer phones and deal with issues, or take messages.
Data Entry: Enter data and file records.
WMS Operation: Operate the Proteus WMS.
Order Management: Receive and manage customer orders.
Order Processing: Process orders and stock receipts in Proteus.
Paperwork Production: Produce pick sheets and related paperwork in line with warehouse requirements.
Customer Service: Carry out customer service tasks.
POD Management: Manage and record signed PODs received from transport providers and on the web.
PO Management: Manage purchase orders and maintain the PO log.
Record Accuracy: Ensure information is accurately recorded and stored.
Office Paperwork: Complete relevant paperwork as part of office duties.
Housekeeping: Follow the clean-as-you-go policy to maintain required housekeeping standards.
Safety Reporting: Report any health and safety issues to the supervisor or manager.

25. Office Administrator Accountabilities

Scheduling & Travel: Coordinate scheduling and travel arrangements for the EVP, Director, Managers, and other staff members.
Deliverable Production: Work closely with upper management to coordinate production of client deliverables, including creating, formatting, editing, and binding documents, reports, and presentations.
Team Support: Provide team support for agenda management and the quarterly business cycle, including planning review calls and meetings, taking minutes, coordinating timetables between the team and clients, and arranging kick-off meetings.
Onboarding Support: Assist with inductions, training, and onboarding for new starters.
Calendar Management: Ensure the shared team calendar is kept up to date with public holidays, personal holidays, events, conferences, and client timelines and deadlines.
Expense Reporting: Complete expense reporting and reconciliations for the EVP, Director, and managers.
Database Support: Work with large databases used by internal teams and clients, and assist with data extraction to populate the internal database.
Event Planning: Conduct meetings and event research and planning, including volunteer events, the office holiday party, and quarterly team events.
Invoicing Support: Assist with invoicing clients, including reviewing, collecting, and seeking approval.
Record Management: Classify and organise business records and files efficiently, including scanning, archiving, and filing documents.
Supply Ordering: Order supplies, stationery, and other items for the marketing or business development team.

26. Office Administrator Functions

Guest Reception: Greet guests and employees and answer inquiries or direct them.
Mail & Supply Management: Distribute mail and couriers, arrange outgoing mail and couriers, and order and stock office and kitchen supplies.
Equipment Maintenance: Maintain office equipment.
Memo Preparation: Prepare office memos and informational postings.
Brand Compliance: Review and approve print and swag items to ensure branding compliance.
Swag Distribution: Distribute swag.
Reservation Coordination: Schedule workspace reservations and catering needs.
Staff Support: Support staff with travel arrangements, expense reports, complex meeting arrangements, and clerical duties such as filing, data entry, and record maintenance.
Executive Services Support: Assist the Executive Services Manager with other assigned duties and tasks.
Executive Assistance: Assist senior managers, directors, and executives with administrative tasks, including calendar and email management.
Department Coordination: Support the department by coordinating materials, information, and communication.
Department Liaison: Communicate regularly with the head of the department and provide ongoing support.
Administrative Contact Point: Act as a point of contact and liaison for the department in a variety of administrative capacities.
Document Management: Maintain, update, and track correspondence, create presentations, process information, and prepare reports, materials, and documents.
Meeting Coordination: Coordinate meetings, develop business acumen to anticipate needs, document action items, and collaborate with team members to improve processes and streamline work.

27. Office Administrator Job Description

Visitor & Call Screening: Receive and screen visitors and telephone calls.
Inquiry Handling: Handle general inquiries such as requests for proof of delivery and escalate complex issues.
Customer Service: Provide excellent customer service internally and externally.
Record Maintenance: Maintain employee records, including documentation for training, onboarding, safety, and code of conduct.
Training Notifications: Notify employees when training is due.
File Review: Review files for accuracy and completeness before filing or forwarding to the appropriate department.
Filing System Management: Maintain and secure the office filing system.
HR Support: Support human resources and branch leadership with pre-employment, onboarding, and ongoing processes, including requisition coordination, drug screening, benefits enrollment, and training enrollment.
Performance Tracking: Track performance.
Report Compilation: Compile reports for management and review reports and logs for accuracy and completeness.
Work Assignment Scheduling: Schedule and administer work assignments.
Clerical Processing: Process and record clerical requests for supplies, uniforms, and employee purchases.
Material Ordering: Order raw materials while maintaining cost reduction strategies.
Project Support: Assist leadership with capital project purchases and coordinate installation.
Maintenance Scheduling: Schedule maintenance under leadership direction, ensure equipment availability, maintain databases, and track bonus payments while assisting with temporary agency invoice processing.

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