Office administrators are responsible for a range of tasks from meeting arrangements and creating agendas to records management, ordering and managing supplies and overseeing maintenance of equipment. Based on the type and size of business office, administrators also take on staff training, financial record keeping and project coordination.
In general, office administrators keep an office and its employees functioning smoothly by ensuring that operational needs are efficiently addressed. This means that the copy machine has paper and toner, business cards are ordered on time and staff members know how to correctly submit requests for expense reimbursements. Office administrators usually oversee the business filing system and ensure that all staff know how to use the system. They also conduct training on how to complete purchase orders, enter time worked and vacation, request supplies and use various software applications.
The office administrator is sometimes assigned to coordinate ongoing projects, such as safety programs or special projects, as well as researching and developing recommendations for changes to operating procedures or software applications. In a small business, the office administrator is often assigned fiscal responsibilities such as invoicing, tracking revenue and expenses, and making bank deposits. In larger businesses, the office administrator hires and supervises administrative assistants, secretaries or maintenance personnel.