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The duties of an administrator vary between industries; however, some duties are similar across the board. A key role of an office administrator is contributing to the overall organization of the office. Administrators support their managers in an assistant role and cover the day to day tasks, allowing them to concentrate on more critical company duties.
An administrator makes sure the office runs smoothly, especially for the executive to which they directly report. As an administrator, you will be in charge of some housekeeping tasks such as making sure office supplies are fully stocked. Things such as ordering paper, ink cartridge and pens may be part of your responsibility. In addition to supplies, you may also serve as a "go-fer" and be responsible for errands not related to your job. In some industries, you may be asked to do personal, non-work related errands for your boss.
Executives are often flooded with meetings to attend. As an administrator, one of your tasks will be to organize your boss's schedule. You will coordinate meetings for your boss and making sure there are not any double booked meetings. Once a meeting is scheduled, you will also be responsible for calling the other party and confirming they are able to meet. If your boss has to travel for work, you may also be responsible for booking his travel arrangements.
Since executives are key members of a company, a lot of incoming calls will be directed at them. Administrators will be in charge of screening phone calls and making sure only the people that really need to speak to an executive are permitted to do so. In addition to phone duties, administrators may be asked to read and respond to some of the general emails an executive receives. Communication tasks handled by the administrator makes life easier for the executive.
Productivity and Order
An administrator should always be thinking of ways to make the office more efficient. This could mean developing a new way to respond to emails, finding cheaper alternatives that keep office costs down or even coming up with a seating chart that limits employee distractions. If there are any problems that may limit office productivity, the administrator must take steps toward rectifying the issue. For example, if a printer or computer is having problems, the administrator would call a technician to resolve the problem.
Farhan Arshad has been a professional writer since 2004. In 2009, he was one of five writers accepted into the Comedy Central Summer workshop, spending time at "The Daily Show," "The Colbert Report" and Comedy Central's development department. He received his Bachelor of Arts in creative writing and political science from Emory University and a Master of Fine Arts in dramatic writing from Northwestern University.