An office administrator manages people and tasks in a short-term time frame typically from daily to monthly. An administrator’s duties depend on the industry, organization, size, and structure. They perform a wide range of general duties, including:

• Developing office procedures that support the company’s goals
• Implementing, evaluating, and improving the procedures
• Communicating work goals and responsibilities to employees
• Supervising office operations and junior administrators
• Coordinating with the human resources department and lower management

If you are interested in an office administration career, you should explore an overview of the position to decide if it is right for you.

Office Administrator Leadership Duties

Leadership is seen as working with people while management is working with tasks. Offering high-quality leadership is the most important duty of an office manager and includes:

• Communicate clearly and professionally with all audiences
• Lead by example to show an appropriate attitude and performances
• Empower employees to boost their productivity
• Motivate positively to create more self-starters
• Create accountability so employees will accept more responsibility
• Provide a supportive culture to show you trust and care about workers
• Recognize worker achievements to build more self-esteem

A good leader is an organized person who can plan, prioritize, and execute tasks and projects with the support of your team. Leaders get more work done by delegating as much as possible and monitoring their team’s work in a non-threatening atmosphere. Good leaders also strive to align their teams’ vision and values with the organization’s mission and goals.

Managerial Responsibility Is Another “Hat” To Wear

Another area in which an office administrator must excel is acting in the role of a manager. Managers are rational problem solvers who want to control workers and their activities to see they achieve goals. They direct their energies toward objectives, resources, organizational structures, people, and tasks.

Managers see that employees achieve their company’s activities effectively and efficiently. They strive to achieve the best results to ensure the continued growth of their organizations.

“An office administrator manages people and tasks in a short-term time frame from daily to monthly.”

Human Resources And Financial Duties

Office administrators often take part in posting jobs, interviewing candidates, and hiring them. The extent depends on the size of the company and its policies. Jobs can be posted on company websites and online employment sites such as Indeed and Linkedin.

Administrators take part in completing new hires’ paperwork, providing an orientation for them, and training them in essential responsibilities. They monitor their work and progress and report it to supervisors.

Depending on the size of the organization, office leaders will either perform several financial duties or oversee others who do. They can include managing budgets, expenses, petty cash, payroll, and handling billing.  

Administrators often conduct online research to find the best prices for office and company products. They follow policies to obtain the highest quality items for the money. They may also track sales and report them to management.

Coordinating With Management

Efficient office administrators know how to effectively coordinate activities with lower-level management. In the case of a small business, they typically report to the owner. Administrators face several challenges as they interact with lower and sometimes middle managers, including:

• Accepting and clarifying assignments delegated to them by managers
• Directing employees to achieve the assignments successfully
• Effectively reporting the results of assigned activities to management
• Improving communication with lower management
• Accepting management’s goals as their own work goals

Office administrators must accept assignments willingly with a positive outlook and discuss any issues they see with management. At times, they may need to point out some changes in what they are asked to do.

Common Mistakes To Avoid As An Office Administrator

New office administrators or those inadequately trained often make some mistakes in managing employees. These are the most often abused actions to avoid and some tips:

• Rushing recruitment and not listening well- Take the time to find the best employees and learn to listen better.
• Micromanaging and giving orders instead of leading – Learn to give up some control, delegate more, and lead workers not push them.
• Not providing or being receptive to employee feedback – Always provide adequate feedback to employees and be open to theirs.
• Failing to define goals and focusing on the negative – Set clear goals and explain how to reach them. Focus on the positive and not the negative.
• Not understanding employee motivation – Learn what motivates each person to obtain their best performance.

Another issue that can occur is being too friendly and not setting boundaries with workers. Respecting all employees and gaining their respect is desirable. Avoid actions that will diminish this relationship.

Summary

An Office administrator must act in different roles in their daily work lives. They must be successful leaders and managers for their organizations. Learn more about the training you need to become an office administrator. Contact ITI Technical College today to learn more about our Office Administration (AOS) program.

For more information about graduation rates, the median debt of students who completed the program, and other important information, please visit our website at: https://iticollege.edu/disclosures/