Administrator Job Description, Skills, and Salary
Get to know about the duties, responsibilities, qualifications, and skills requirements of an administrator. Feel free to use our job description template to produce your own. We also provide you with information about the salary you can earn as an administrator.
Who is an Administrator?
Administrators are essential to the smooth and efficient operation of any company’s day-to-day activities.
The administrator is responsible for supporting the organization in many ways, including bookkeeping, communications and scheduling, data entry, secretarial service, and more.
You will be responsible for the smooth running of your company as an administrator. You will be responsible for specific projects, as well as coordination and implementation of office procedures.
Administrator roles vary depending on the company’s size, sector, and level of responsibility. However, they all require the ability to multitask. You are an organized individual who wants to bring this ability into the workplace. Read on to find out if an administrator career is right for you.
The job of an administrator is crucial for any business and differs from one organization to the other. However, the abilities or responsibilities are identical in all organizations. The major and important responsibility of administrators is looking over the business operations. To do this, the administrator must possess an excellent set of abilities so that they can lead a team of individuals capable of handling any scenario within the company. Communication skills are among the most essential elements of an administrative professional.
Administrator Job Description
Below are the administrator job description examples you can use to develop your resume or write an administrator job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.
- Processing the mail and ensuring that the office stationary unit is adequately filled.
- Organizing and storing documents and information that is computer-related.
- Controlling data in spreadsheets and reports.
- Keeping your records and reports up-to-date
- Assisting in the maintenance of the budget plan
- Planning and organizing events and meetings
- Supervising staff members and delegating tasks
- Dealing with technical issues in their field of expertise
- Performing clerical tasks which include answering phones and creating documents
- Monitoring ongoing projects and developing specific performance indicators
- Examining the cost and staff requirements for each of the projects of the company.
- Making and updating the database for customer information
- Ensuring that the workplace conforms to internal guidelines and policies
- Maintaining a positive working relationship with customers of the company
- Answering calls, and messages and redirecting calls when needed
- Responding to email inquiries
- Supporting administration for Sales Reps, Property Managers and Senior Management
- Assisting the leadership of the company and supervising administration departmental activities for staff members.
- Greeting office visitors and directing them to the right people.
- Engaging in basic office tasks including filing, sending mail, responding to emails and phone calls, as well as entering data.
- Making schedules and managing calendars of various parties to ensure events are scheduled promptly without causing conflicts.
Other essential tasks are:
- Planning and Organizing
Planning is the primary job of an administrator. It is their responsibility to set long-term goals which can help their company
Furthermore, executing the plans and achieving success is another major task. Administrators in every department of any business need to determine the best time, place, and when the plan must be developed and then executed.
Organization is another crucial aspect as it allows the administrator to oversee the activities of the business to achieve high levels of achievement.
- Directing
Once the organizing and planning are done then the administrator can begin giving direction. This must be followed by everyone within the business. Guiding the employees of the organization to achieve the primary goal of the company requires the integration of resources and an efficient support system. The ability to communicate is the most common ability among administrators. An administrator must interact and work with individuals with diverse personalities. Furthermore, an effective administrator can leverage the capabilities of his or her team to ensure that the plan functions as a system. It involves the delegation of authority, accountability, and oversight to the other teams of administrative staff.
- Staffing
The role of staffing is another crucial one for an administrator. To do this, having a complete understanding of the business is vitally important. Administrators must communicate and coordinate with all departments of the company including the department of human resources. Not just the HR department, but the administration department should also actively participate in the screening and recruitment process. Once the hiring process has been completed, the administration department must be attentive to the progress of the new employee joining the business.
Liaison
A successful administrator acts as an effective liaison between management and employees. The administration team is aware of the needs of employees and the management and plans things according to their needs. It assists in maintaining an equilibrium in the workplace as well as ensuring an environment that is positive and free of conflict. The sole duty of the administrator is to manage the expectations and performance of every individual.
Qualifications
Administrators usually have a mixture of training, education, and experience. Certain administrators obtain relevant certifications to increase their knowledge of specific areas and to increase their earning potential.
Education
Employers prefer hiring administrators with a bachelor’s degree focusing on business or in a related field to their particular industry. A business degree will show that the candidate has a basic understanding of a wide range of professional abilities and skills.
Certain administrators can be employed with an education degree from a high school and three to five years of administrative work experience.
Training
The training that administrators receive is typically in the course of their work. Administrators will be taught about the specific computer or software applications that a company employs and the policies or procedures they have to adhere to. Because the duties of an administrator are in different ways, they’ll receive instructions on their basic duties like accounting, project management, or scheduling.
Certifications
While there aren’t any mandatory certificates for administrative positions, you may earn one to increase your knowledge and enhance your professional career. There are two major certifications that you might want to take into consideration:
Microsoft Office Specialist (MOS)
A MOS certifies an expert’s understanding of Microsoft Office applications, such as Word, Excel, and PowerPoint. Two levels are available for MOS certifications: Expert and Associate. To be able to earn an Associate-level MOS, one has to pass an online exam. To be eligible for an Expert-level certificate, you need to have an Associate-level MOS and pass an Expert online test.
Certified Administrative Professional (CAP)
This exam is administered through an organization called the International Association of Administrative Professionals. A CAP certification demonstrates the ability to carry out different administrative tasks that are typically performed by administrators. To be able to earn a CAP certificate, you need to pass an exam that tests you in the areas of corporate communication, business documentation, writing, information recording, project management as well as other business aspects. The test must be taken in an IAAP-approved testing facility.
Essential Skills
- Technology Skills.
These skills include:
Microsoft Office skills
Microsoft Office programs like Word and Excel are the core of modern offices. If you’re not familiar with how they function, you can take a look at an online or offline class at your local library and improve your skills. Once you’ve got your Microsoft Office is fluent, everyday work will be much simpler.
Database management skills
The ability to organize information systematically is an essential business administration ability. From using spreadsheets to managing the offline filing system, your life will become easier once you’ve got your database system in place. Learn more online, or inquire at the library in your area for books and courses that can help you in this area.
- Attention to Detail
Being able to recall details and perform all tasks in an orderly manner is a crucial business management capability. Employers will be able to reward you and will appreciate you more you’re organized and have a clear mind.
- Writing Skills
We are indeed living in a digital age, however, it’s essential to have a strong understanding of writing. If you can write texts, emails as well as social media posts, and any other form of document quickly and efficiently, your business will appreciate you more. Improve your abilities by taking an online course or practicing at your home.
- Problem-Solving skills
Some problems pop up at times. If you can come up with solutions to the issue rather than merely pointing out the problem, then you’re on your path to mastering this essential talent.
- Supervising, Delegation & Team Work
It’s tempting to take on everything by ourselves but it’s not always feasible. Follow the examples of great managers and master the art of delegating. Delegate less-skilled tasks to team members who are less experienced while keeping the difficult tasks to yourself or those on your team can deliver. It’s essential to understand that you’re able to ask for assistance in times of need. Doing everything by yourself can cause feelings of loneliness, stress, and anxiety — not the qualities employers want to see in their employees.
- Organizational skills
This is in the same category as the ability to manage time and solve problems as a crucial business administrative ability. Maximize your organizational skills by practicing this in your home life. Take a day to organize your home; create lists of tasks that require to be done, and then label the items in order of importance, such as cleaning and grocery shopping bills, maintenance, and so on. Once you’ve determined ways to improve your abilities by practicing on yourself and others, you’ll be able to go into work prepared to apply your organizational skills to your boss’s benefit. They’ll surely be impressed!
- General Administrative Skills
From tidying and filing to receipt and record-keeping, there are a lot of administrative skills that can make you a great administrator. Recognize that all these little tasks are part of your occupation. With this, you’ll be more motivated to continue making your skills better every day daily.
- Customer Service
Skills in customer service are essential to any company that has a relationship with customers as well as to businesses that don’t get to interact with customers directly. If you receive a letter in the office of a customer and you need to respond, make sure you offer a service that will make the recipient feel appreciated.
How to Become an Administrator
- Choose a specific field of work.
The job that an administrator plays is specific. You must choose a career that you are interested in to be active in your job. A company that provides career advancement opportunities could aid you in your career.
- Finish your studies.
As a minimum requirement, get the graduation certificate from a high school or similar. A high school diploma will help you to get into entry-level positions which will allow you to gain valuable knowledge. A bachelor’s degree will increase the number of jobs that are available to you. For higher-level and mid-level job opportunities, you’ll need to possess additional work experience and an undergraduate degree.
- Improve your soft skills.
Soft skills, such as communication skills, teamwork, and critical thinking are essential for any administrator. Try to develop these skills as many times as you can to enhance their effectiveness. When you write your resume, make sure you list your skills and qualifications under the skills section to show prospective employers that you are qualified for the job.
- Gain experience.
If you’re looking for an administrative job in a particular sector, you can gain experience by performing entry-level work. For certain jobs, you’ll need prior experience before applying for the position of administrator. Concentrate on the industries and work environments that you are comfortable with. You could be employed as an administrative assistant, receptionist, or representative for customer services to get experience and develop the soft skills necessary to be a successful administrator.
- Make your mark.
With a balanced mix of experience and education, you will likely be able to get the job that you are interested in. It could be in a field you’re familiar with, or perhaps not.
Where to work
Office administrators generally are employed full-time in offices although some might be employed part-time. They are employed in a range of fields, including healthcare, education, and business.
Administrator Salary Scale
The majority of administrators are full-time employees. Since they are employed in a variety of sectors and places, the salaries of administrators are different. Factors like the level of education, experience, and even the size and type of company can influence the salary of an administrator.
The average salary per annum for administrators in the U.S is $66,226.