Office Administrator Job Descriptions, Average Salary, Interview Questions

Our rapidly growing business is looking for a dynamic office administrator to help get our company to the next level. This is the perfect opportunity for someone who likes a variety of tasks and doesn’t need a lot of oversight. We are looking for someone who is responsible, mature, a self-starter, personable, organized, can multitask, positive, outgoing/expressive, excellent with computers, and is passionate and enthusiastic with our clients.

Typical duties and responsibilities

• Work closely with managers to maintain office operations
• Answer inbound phone calls and route the call to the appropriate personnel
• Perform general office administration and clerical tasks
• Book travel arrangements
• Schedule team meetings and client meetings
• Take meeting minutes and transcribe them into a digital format
• Implement strategic office procedures for employees, administrators, and other staff
• Post open job positions to job boards
• Access financial reporting records, generate reports, and transcribe data for presentations and upcoming events
• Supervise administrative staff
• Maintain inventory of office supplies and purchase new supplies as needed
• Welcome visitors and direct them to relevant office/personnel.
• Performing bookkeeping tasks such as invoicing, accounts receivable, and budgets
• Ensure adherence to company procedures and policies

Education and experience

• Minimum: high school diploma or GED
• Preferred: associates degree or higher in office administration or related field
• 2+ years related experience

Required skills and qualifications

• Excellent oral and written communication skills
• Detail-oriented and highly accurate
• Highly organized and flexible
• Ability to multitask, prioritize, and meet deadlines
• Self-motivated
• Working knowledge of email, scheduling, spreadsheets, and presentation software
• Exceptional decision-making skills
• Thorough understanding of confidentiality

Preferred qualifications

• Management experience in an office setting
• Specific industry experience 
• Proficient with Microsoft Office software and phone systems
• Bookkeeping experience
• Experience handling office equipment
• Customer service skills
• Research skills
• Experience managing budgets and expenses
• Comfortable handling confidential information
• Ability to adapt to changing situations 

We are looking for an Office Administrator to join our growing team to help plan, structure, organize, and monitor the many activities happening within our organization. This invaluable role will support all departments and serve as a central hub where organization is key. Applicants must be familiar with business management practices, demonstrate leadership, have strong organizational and time management skills, and be great communicators. As we are in a time of rapid growth and development, we are looking for candidates to eventually advance and lead others within the organization. It is important that you are a teachable individual, open to learning new systems, receiving feedback, and adapting with us as we continue to grow as a company. We truly value passionate and down-to-earth people who are driven to get things done and find creative solutions to problems.

Job responsibilities

• Manage aspects of document control for the organization
• Monitor incoming/outgoing digital and physical submittals
• Support Purchase Ordering
• Tracking of Time and Expenses
• Coordinate internal and external meetings
• Learn, follow, and improve existing processes and procedures
• Support Accounts Receivables and Payables
• Maintain and ensure physical office space is professional and presentable
• Actively re-prioritize multiple tasks and projects to execute each one in a timely manner

Qualifications & skills

• Computer knowledge and efficiency, including Microsoft Office 365 products
• Strong written and verbal communication skills
• Excellent time management and organizational skills
• Dependability
• Functions effectively as part of a team
• Strong decision-making/problem-solving skills
• Good math/accounting skills
• Industry experience preferred

Essential job duties

• Work closely with the Office Manager/General Manager to create a team environment producing high-performance results
• Create and maintain a front office environment of World Class Customer Experience through example
• Assist with providing the front office teammates with the necessary tools, training, and information to effectively perform their jobs
• Ensure the center’s consistent application of all ABC Company SOPs through ongoing training and monitoring
• Ensure R.O. file accuracy and SOP, DRP, and regulatory (BAR) compliance during repair and prior to vehicle delivery
• Provide accurate and timely payroll and HR-related administration and recordkeeping for all center associates
• Maintain Accounts Receivables, Accounts Payable accounts, and Cash Handling procedures to company standards
• Complete all Accounting related daily, weekly and monthly processing and reports per company SOPs in a timely and consistent manner
• Ensure controllable expenses are within acceptable guidelines
• Recognize and proactively manage potential problems (associate safety, customer, facility, etc.), including escalating to the next level as necessary
• Other duties as assigned

Skills/requirements

• High school diploma or GED
• Minimum 2 to 4 years of related experience
• Ability to effectively communicate with others, oral and written
• Organizations, multitasking; adapts easily to a fast-paced environment
• Personable, friendly demeanor with a “World Class” customer service approach to internal and external customers
• Maintains a well-groomed, professional appearance

Physical requirements/working conditions

The position is based in a climate-controlled, professional office environment with moderate noise levels. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Specific vision abilities required by this job include close vision requirements due to computer work. Regularly required to talk or hear. Frequently required to stand; walk; use hands to handle or feel; and reach with hands and arms. The job may require lifting up to 20 lbs. and long periods of sitting while working at a desk. In the event that travel is required, one must be able to uphold the stress of traveling.

Position summary

ABC Company is a clinical-stage biotech seeking to revolutionize life-changing therapeutics for patients by identifying novel T cells and epitopes. We are looking for a highly motivated researcher to join our Translational team as Research Associate/Senior Research Associate, supporting both pre-clinical and clinical-stage programs. The ideal candidate should have relevant experience in primary T cell culture, immunoassays, flow cytometry, and cancer biology, as well as enjoy an exciting, collaborative, and vibrant startup culture. A team player with a sense of urgency will thrive in this role.

Responsibilities

• Act as the point of contact for visitors to the ABC Company office and create a safe and welcoming environment
• Ensure guests are following all safety/COVID protocols
• Support Business Team VPs in administrative functions
• Interact with multiple levels of employees, vendors, and partners while professionally representing the Business Team and ABC Company
• Organize and maintain files and databases in a confidential manner
• Manage communication including emails and phone calls
• Assist in presentation preparation such as ppt, excel, word, etc.
• Maintain calendars, schedule appointments, meetings, and reservations
• Receive deliveries; sort and distribute incoming mail
• Maintain and order office supplies
• Receive invoices and review them for accuracy
• Coordinate staff travel arrangements including transportation and accommodations
• Order and maintain office and break room supplies
• Support office manager with duties such as contract management, event planning, and catering

Requirements

• B.S. or 3+ years of administrative experience in any field but preference for candidates with experience in biotech or start-up
• Strong organizational and time management skills
• Microsoft office suite and/or Google Business proficiency
• A high degree of attention to detail
• Ability to manage multiple tasks and prioritize with multiple managers
• Excellent communication and interpersonal skills (both written and oral)
• Handling confidential information
• Enthusiastic, problem-solving abilities, and a willingness to work in a fast-paced environment