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Key Responsibilities and Required Skills for Office Administration Clerk

💰 $ - $

AdministrationClericalOffice Support

🎯 Role Definition

As an Office Administration Clerk you will provide reliable, high-volume administrative and clerical support that keeps daily office operations running smoothly. You will maintain accurate records, manage incoming communications, coordinate schedules, support basic finance and purchasing tasks, and deliver excellent internal and external customer service. This role is ideal for candidates with strong organization, accuracy, and multitasking skills who enjoy a fast-paced office environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Receptionist / Front Desk Associate
  • Administrative Assistant or Office Support Specialist
  • Customer Service Representative

Advancement To:

  • Office Manager
  • Executive Assistant
  • Operations Coordinator
  • Administrative Supervisor

Lateral Moves:

  • HR Assistant
  • Facilities Coordinator
  • Accounts Payable / Receivable Clerk
  • Records Management Specialist

Core Responsibilities

Primary Functions

  • Answer, screen and route incoming phone calls, emails and in-person inquiries with a professional and helpful attitude; log messages and follow up to ensure timely resolution.
  • Perform accurate data entry of customer, vendor and transaction records into databases and CRM systems; verify entries for completeness and correct discrepancies.
  • Maintain physical and electronic filing systems (incoming/outgoing mail, contracts, personnel files, invoices) ensuring documents are filed, archived and retrievable according to retention policies.
  • Draft, proofread and format routine correspondence, memos, reports and presentations using Microsoft Office (Word, Excel, PowerPoint) and Google Workspace.
  • Manage office calendar coordination for staff and meeting rooms, schedule appointments, arrange internal and external meetings, and prepare agendas and materials.
  • Process accounts payable and accounts receivable tasks such as invoice receipt, validation, coding, expense reimbursements and basic reconciliation in the accounting system or under the direction of finance staff.
  • Order, receive and manage inventory of office supplies and equipment; compare vendor quotes, create purchase orders, and monitor supplier relationships to control costs.
  • Greet visitors and clients in a professional manner, maintain visitor logs, and ensure security and access procedures are followed for a safe office environment.
  • Prepare and distribute internal communications, staff notices and company-wide announcements; maintain bulletin boards and digital notice channels.
  • Maintain and update contact lists, mailing lists and vendor directories ensuring data accuracy and privacy compliance.
  • Coordinate basic travel arrangements and itineraries including booking flights, ground transportation and hotels, and prepare travel expense documentation.
  • Ensure office equipment (copiers, scanners, phones, printers) is operational; liaise with vendors for maintenance and troubleshooting.
  • Support onboarding logistics for new hires (workspace setup, access badges, welcome materials) and maintain personnel records as required by HR.
  • Collect, sort and prepare outgoing mail and shipments, coordinate with postal and courier services, and track deliveries.
  • Assist with event planning logistics for internal meetings, training sessions and company events, including catering, room setup and materials distribution.
  • Monitor office budgets and expenses by tracking petty cash, invoices and departmental spend; report irregularities to management.
  • Compile routine reports and summaries (headcount, supplies usage, mail logs) to support managers’ decision-making.
  • Maintain confidentiality and secure handling of sensitive documents, including personnel files, legal materials and financial records.
  • Execute standard clerical functions such as copying, scanning, binding, laminating and document distribution in a timely fashion.
  • Act as a point of contact for building management, security, cleaning services and external vendors to ensure smooth facility operations.

Secondary Functions

  • Support ad-hoc departmental projects such as process documentation, workflow improvements and office efficiency initiatives; document procedures and update SOPs.
  • Assist with basic HR administrative tasks including tracking leave requests, maintaining training records and supporting benefit enrollment paperwork.
  • Provide backup support to other administrative team members during peak periods or absences, covering reception, mailroom and records duties as needed.
  • Participate in supplier/vendor evaluations by collecting quotes, tracking service levels and maintaining a preferred vendor list.
  • Prepare and assist with periodic audits by compiling requested documentation and answering clerical inquiries.
  • Maintain and update office safety protocols, emergency contact lists and coordinate periodic drills or compliance checks.
  • Support managers with compilation of meeting minutes, action item tracking and follow-up to ensure timely completion of assigned tasks.
  • Conduct light research (price comparisons, vendor verification, contact information) to support procurement and administrative decisions.
  • Assist with basic social media content posting or internal intranet updates under guidance of marketing/communications staff.
  • Facilitate small-scale process automation by creating simple spreadsheets, templates and mail merges to improve team productivity.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient in Microsoft Office Suite (Word, Excel - including basic formulas and pivot tables, PowerPoint) and Google Workspace; able to build templates and generate reports.
  • Accurate and efficient data entry skills with strong attention to detail and familiarity with CRM and database systems.
  • Basic bookkeeping and accounts processing skills: invoice matching, expense coding, petty cash reconciliation and simple ledger updates.
  • Document management knowledge: electronic filing systems, version control, scanning and OCR workflows.
  • Calendar and schedule management experience, including multi-participant meeting coordination and room booking systems.
  • Familiarity with office equipment (printers, copiers, scanners, multi-line phone systems) and ability to troubleshoot or coordinate vendor support.
  • Experience using email platforms (Outlook, Gmail) including rules, distribution lists and mail merges.
  • Basic travel booking tools and expense reporting platforms; ability to prepare itineraries and reconciliations.
  • Knowledge of confidentiality, records retention, and data protection best practices (PII handling).
  • Ability to prepare simple presentations and reports, and to export and visualize tabular data for non-technical stakeholders.

Soft Skills

  • Strong verbal and written communication skills; professional telephone etiquette and customer-facing demeanor.
  • Excellent organizational skills with the ability to prioritize competing tasks and manage time effectively in a busy office environment.
  • High level of accuracy and attention to detail; proven ability to spot inconsistencies and correct errors proactively.
  • Dependable and punctual with a professional work ethic and commitment to follow-through.
  • Problem-solving mindset and adaptability; can handle unexpected requests and shifting priorities gracefully.
  • Strong interpersonal skills and team collaboration; works well with colleagues at all levels and with external vendors.
  • Discretion and integrity when handling confidential information and sensitive materials.
  • Multitasking ability with resilience under moderate pressure and deadlines.
  • Initiative to identify process improvements and contribute practical ideas to increase efficiency.
  • Customer service orientation with a focus on responsiveness, empathy and quality outcomes.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED.

Preferred Education:

  • Associate degree or certificate in Office Administration, Business Administration, or related field.
  • Bachelor’s degree in Business, Communications, or related discipline preferred for advancement.

Relevant Fields of Study:

  • Office Administration
  • Business Administration
  • Communications
  • Accounting / Bookkeeping
  • Records Management

Experience Requirements

Typical Experience Range:

  • 0–3 years in an administrative, clerical or customer service role.

Preferred:

  • 1–3 years of direct office administration experience or equivalent combination of education and work experience. Prior experience with basic bookkeeping, records management, and multi-line phone systems preferred.
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