What is the Job Description of an Administrator?

This administrator job description guide is well optimized to help you actualize your desired goal.

The role of an administrator is a senior role in any organization. They oversee and coordinate the work of junior administrative staffs.

Administrators are responsible for so many tasks within an organisation, they schedule appointments and also respond to and redirect calls.

As a result of the duties and responsibilities of an administrator, it is advantageous to posses some professional skills.

These skills will make the job easier and enjoyable, and also makes you stand out in the job.

Here is my guess, since you are reading this article,  you are a job seeker who is seeking for the position of an Administrator.

Well, the first step to becoming a good administrator is knowing and understanding your job description, and that’s exactly what this article is about.


What does an Administrator do?

An Administrator is responsible for providing office support to individuals or a team, they play an integral and vital role in the smooth and effective running of activities. The job description of an office Administrator includes that they carry out duties like receiving calls, assisting visitors and preparing spread sheets.

Aside that, Administrators also carry out some office projects and tasks, as well as supervise junior staffs.

A good Administrator should posses excellent customer service skills.

What are the duties and responsibilities of an Administrator?

The duties and responsibilities of an Administrator may vary depending on the size and sector of the firm.

Here are the some of the typical duties and responsibilities of an Administrator

1. Answer in coming calls

Administrator respond to incoming calls and redirect them to appropriate person or office.

When ever it is a call that can be answers with redirects, they give the necessary respond.

This is one of the reasons why customer service skills is important for them.

2. Take minutes during meetings

During official meetings, they take accurate minutes of the meeting.

Sometimes, before a meeting commences, they may be asked to read the minutes of the previous meeting.

3. Keeping records

As part of your duties and responsibilities as an Administrator, you are in charge if keeping company records.

Records such as staff data, stock inventory and finance are keep by Administrators.

4. Order office supplies

Even before office supplies rum out, Administrators are expected to contact vendors for new ones.

They place orders for office supplies, and when they arrive, they keep necessary record.

5. Creating and maintaining a good social media presence

Not all companies assign this job to an Administrator.

But in some, that is the case. As such, the Administrator is expected to regular upload contents on all social media handles.

The contents should be capable of triggering sales of goods or services.

Some other Administrator duties and responsibilities are:

  • Collating and distributing mails, letter, faxes and memos to the appropriate office.
  • Prepare travel arrangement and booking for staffs and customers when necessary.
  • Making necessary arrangements for events, both internal and external.
  • Oversee the day to day activities in a company.
  • Ensure that all company policies are observed at all time.
  • Schedule arrangements and keep track of the calendar.
  • Assist with bookkeeping and budget preparation.
  • Keeping record of all staffs.

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What qualifications do I need to become an Administrator?

Although it is not mandatory, a bachelor’s degree is advantageous.

But, the minimum level of educational certification is a high school diploma.

In most cases, employers usually prefer employing those with a bachelor’s degree in management, human resources or other related fields.

Oftentimes, employers also prefer employing those with some years of working experience.

Because the Administrator is not an entry level position.

Experience may come from working as a secretary or administrative assistant.

Proficiency in Microsoft office suite and being familiar with basic accounting principle is also a plus.

What skills and personality suit an Administrator?

The job description of an Administrator requires that you posses certain skills and attributes in order to carry out your job smoothly.

Qualifications alone are not always enough to get the job and keep it.

Here are some skills every good Administrator should possess

1. Communication skills

A good Administrator should be able to communicate the technical and non technical aspects of their job.

They communicate well both verbally and in writing.

2. Organization skills

As a good Administrator, you have to be capable of staying organized at all time.

Being able to prioritize your activities makes it easier to stay organized at all time.

3. Interpersonal skills

It is also important for an Administrator to be build and maintain good working relationship with other staffs.

When health working relationship are built, it helps the work move smoother.

4. Problem solving skills

A good Administrator should be able to solve problems that may arise during working hours.

When ever junior staffs have misunderstanding, the administrator should settle such issues amicably.

5. Leadership skills

Administrator is a leadership role in any organization, therefore all Administrator should posses all leadership attributes 

Where do Administrators work?

Some of the typical employers of Administrators are:

  • Non profit organizations
  • Schools
  • Insurance companies
  • Retailers
  • Wholesalers
  • IT firms
  • Media firms
  • Manufacturing companies

The employers of Administrators are not all limited in this list. There are so many businesses out there that requires their services.

How much do Administrators make?

On the Average, Administrators in the United States make about $15.66 per hour

This figure may vary depending on your geographical location and employer.

Also your years of experience and qualification may also determine your pay.

What should I include in my Administrator resume?

When creating a resume, you may want to include every information that is capable of convincing an employed that you are suitable for the job.

Some of the things you may want to include are your qualification, years of experience and skills.

Do not hesitate to make use of this guide on the job description of an Administrator.

It is well optimized to enable you create a professional resume.

What are some questions for an Administrator job interview?

Some questions interviewers may ask during an Administrator job interview include:

1. What are your strengths?

While answering this question, be as specific as possible.

Briefly tell the interviewer about your qualitions and an experience. For example, you can tell them about an online training you completed.

You may also let them know and certain duties you were asked to carry out because of your strength in that area of expertise.

2. How do you manage time?

When responding to this question, you may want to tell them about tools or applications you use to effectively manage time.

You can also tell them that you always allocate time to all the tasks given to you.

Let them also know that you stay focused on each task in order to avoid spending more than the allocated time.

3. How do you work with a difficult boss or colleagues or visitors?

Oftentimes, the reason for questions like this is to test your problem solving skills, interpersonal skills and also to know how well you can mange pressure.

When responding, briefly and intelligently tell them about a past experience with calling names.

You may also add that your ability to stay very calm even when things seem to be rough helps you work better.

4. What is the role of an Administrator in an office?

It is very obvious that the purpose of this question is to test your knowledge on the job description of an Administrator.

To answer such questions properly, carefully read and understand this guide on the Job description of an Administrator.

And of course feel very free to make use of this knowledge during the interview.

5. What is the best part of being an Administrator?

Before leaving g for the interview, you should sincerely tell yourself the answer to this question. Why do you want to become an Administrator?

Well, to respond to the question, tell the interviewer why you love the job of an Administrator.

Sincerely loving the job makes it less stressfull

6. What are your areas of weakness?

When answering this question, you have to be very tactful.

Nobody expects that you are 100% perfect. But, the irony is that, no body wants to employ an obviously imperfect person.

Therefore, you have to find a way to answer this question in order to avoid being disqualified.

Some answers you can give are:

  • I pay too much attention to details
  • Sometimes I find it hard to let go until I have completed a project
  • Most times I focus so much on my job that I give little time to other things
  • I find it difficult to say no

Click here to learn more about how to explain these points.

Summary of administrator job description guide

After some years of experience, and you decide to take up a leadership position in a company, becoming an Administrator is a good option.

This guide on the job description of an Administrator is just perfect for putting you through on all you need to know.

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