The smooth running of an office is usually the result of an effective office administrator (office admin for short). Many if not all employees in the office depend on an office administrator for support, so they can be more efficient in their day-to-day jobs.

An office administrator’s duties can vary depending on the size of the organization and the industry. For example, if you work for a small business or startup, you are more likely to be involved in diverse tasks including recruiting assistance, invoicing, and marketing coordination alongside other duties. In larger organizations, your role may be more focused.

In this article, we will go over the responsibilities of an office administrator, how much they make in Canada, and the key skills required for the job.

What Does an Office Administrator Do?

Office Administrators are responsible for the day-to-day functioning of an office. They ensure the workplace runs smoothly. In a larger office, the Office Administrator usually oversees the work of other individuals who are in clerical positions. They act as the office lead and will liaise with the owner/senior management to ensure goals are met and work is completed in a timely manner. 

The duties and responsibilities of an office administrator may vary. They include, but are not limited to, the following:

• Assisting with scheduling meetings for the executive team  
• Making travel arrangements for business trips  
• Performing accounting tasks including invoicing, bookkeeping, processing payroll, and budget tracking 
• Assisting with planning and organizing events that take place internally and externally 
• Keeping an inventory of office supplies and placing orders when necessary  
• Conducting research and creating reports on various topics based on the needs of the executive team

The following duties are not usual unless you are working for a small office:

• Answering and forwarding calls to appropriate team members
• Conducting clerical tasks including faxing, scanning, and printing various documents
• Preparing communications such as emails, reports, memos, and other correspondences
• Organizing documents physically and electronically
• Collecting mail and packages and directing them to the appropriate person or department
• Monitoring the general email account and forwarding emails to the appropriate people in the organization

Skills Needed for Office Administration

Employers often look for candidates who have great communication and organizational skills. Proficiency in Microsoft Office is another skill that is necessary to have. There will be a lot of times when you will be required to maintain excel sheets, create presentations, and draft reports.

Other office administrator skills required for the job include:

• Good attention to detail
• Ability to work independently
• Strong reporting and writing skills
• Effective problem-solving skills
• Excellent people skills
• Proactivity

How Much Do Office Administrators Make?

How much you make as an office administrator is dependent on the type of organization you are working for and your level of experience. Canadian office administrators usually earn anywhere between $26.44 and $41 according to Job Bank. In Ontario, the median and high wage is $25.64 to $40.14/hour.

How Do I Become an Office Administrator?

A diploma program will teach you technical skills and key soft skills required for the role. An office administrator program will include accounting, business communication, Microsoft Office, and fundamentals in finance. Look for a program that offers an internship. Gaining hands-on experience will help you put what you learned to practice and build confidence. Learn more about our Office Administrator program at triOS College.