Put simply, office administrators oversee all activities that go on within an office, ensuring that everything runs smoothly. These are professionals who perform a range of functions to make sure the administrative activities within an organization run smoothly. They serve as principal advisors in developing and implementing administrative management policies, preparing plans, goals and objectives for management processes. Some of these administrative services include purchasing, procurement, facilities, property, safety, space management or human resource services. Most corporations or large businesses employ administrative officers who are in charge of overseeing four main functions of communication, coordination, daily administrative tasks, and long-term planning. If you have the ability to dabble in a variety of tasks and can multi-task with ease, this career could be satisfying and have possibility of potential career progression.
The role of an administrative officer has changed significantly in recent years. New technology has had a major impact on the role of administration officers enabling effective and systematic approach towards organizational development. Hence, experience and knowledge in computer software programmes has become increasingly important for this career in the foreseeable future. Some of the responsibilities of an Administrative Officer can be listed as below:
- Supervise and coordinate staff activities
- Assist with preparation of the budget, bills etc
- Maintain financial files and records
- Ensure health and safety issues among staff and making them aware of building safety procedures and safe work practices
- Organize meetings and take minute
- Monitor and maintain equipment and supplies
- Handling the telephone and managing E-mails and other communications
Salaries and Job Outlook*
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Administration officers perform a range of administrative tasks to ensure an organization runs efficiently. Virtually all firms and companies, and departments within companies need these specialists making them the most widely-found jobs. Employers are most commercial firms and large industrial organizations, banks and building societies, hospitals, armed forces, legal offices or government departments. Entry level positions are often available while some employers prefer to train a new staff member at a lower pay rate than pay more for an experienced worker.The starting average salary of an Administrative Officer is INR 2.5 lacs p.a. With experience added and responsibilities one can expect better remuneration in a couple of years.
Education and Training
The educational requirement differ from employer to employer, however, many employers will require you to have post graduate education related to the field in which you will be working, or in management, or both. Few employers may prefer a couple of years of relevant work experience in areas specific to their industry such as warehousing, packaging, shipping, transportation etc.
Valued Traits & Abilities
Administrative officers are employed in a variety of industries and the roles may vary with the size and type of organization. Some of them are private companies and businesses, hospitals, government departments, legal offices, armed forces etc. Further, administrative officers gain skill such as time management, communications, prioritizing, delegation and organizational skills that are transferable and help them branch off to related careers like event management or project manager. The position also offers ample scope for career progression from administrative officer to personal assistant, secretaries or executive or office manager. Career advancements and opportunities are usually better for such professionals in large organizations that employ several levels and types of administrative personnel.
They are responsible for the management of all aspects of organization's administrative functions which may include overseeing departments such as staffing, facilities, telecommunications, information systems, purchasing, and other areas. They working in conjunction with other members of the executive management team involving compliance, budget, hiring and training as well.
They analyze, design and improve upon production methods. They play a vital role in liaising with other team members and ensuring organizational effectiveness by providing leadership for the organization's financial functions.
Purchasing managers or agents are hired by companies to find the best merchandise at the lowest possible purchase cost. They research sales records and inventory levels of current stock, find foreign and domestic suppliers, and stay updated with any changes in either demand or supply for products and materials.
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