Admin Job Description: Key Duties, Skills, Responsibilities, & Salary

Every company, regardless of industry, needs strong administrative support to function efficiently.

Administrators play a crucial role in ensuring smooth operations, managing documentation, and supporting teams.

Whether you’re hiring a new administrator or refining an existing job description, this guide will help you understand the key aspects of an administrator’s role.

What Does an Administrator Do?

Administrators are essential for business efficiency. They handle office coordination, communication, and documentation.

Their work ensures that all departments function smoothly, allowing other employees to focus on their core tasks.

A strong administrator enhances productivity and contributes to a company’s overall success.

Administrator Duties and Responsibilities

An administrator's responsibilities vary depending on the industry and company size.

However, some common duties include:

Managing office operations and procedures
Handling phone calls, emails, and correspondence
Organizing and maintaining records and files
Assisting HR with recruitment and onboarding processes
Preparing reports, presentations, and spreadsheets
Coordinating meetings, appointments, and travel arrangements
Managing office supplies and ensuring equipment maintenance
Supporting finance teams with invoicing and expense tracking

Understanding these core responsibilities will help employers create a clear job description that attracts the right candidates.

Administrator Skills and Qualifications

To perform well in an administrative role, candidates should possess the following skills and qualifications:

Essential Skills:

Strong organizational and multitasking abilities
Excellent communication and interpersonal skills
Attention to detail and accuracy
Time management and problem-solving skills
Proficiency in Microsoft Office and administrative software
Ability to handle confidential information with discretion

Preferred Qualifications:

Diploma or bachelor’s degree in business administration, management, or a related field
Experience with office management software (e.g., SAP, QuickBooks, or HRIS systems)
Knowledge of industry-specific administrative practices

Administrator Salary Expectations in Malaysia

Salaries for administrators vary based on experience, industry, and company size.

Here’s an estimated salary range in Malaysia:

Entry-Level Administrator: RM2,000 – RM3,000 per month
Mid-Level Administrator: RM3,500 – RM5,000 per month
Senior Administrator: RM5,500 – RM7,500 per month

Additional benefits may include bonuses, health insurance, and professional development opportunities.

Administrator Education and Training Requirements

While many administrative roles require only a diploma or bachelor's degree, additional training can enhance an administrator’s capabilities.

Recommended training programs include:

Office Management and Administration Courses
HR and Payroll Training
Accounting and Finance for Non-Financial Managers
Microsoft Office Certification
Customer Service and Communication Workshops

Administrator Experience Requirements

Experience levels vary depending on the role:

Entry-Level: Fresh graduates or candidates with up to 2 years of experience.
Mid-Level: 3–5 years of experience in administration or office management.
Senior-Level: Over 5 years of experience with leadership responsibilities.

Employers should specify experience requirements in job postings to attract suitable candidates.

13 Administrator Job Description Examples

Different organizations have unique needs, and job descriptions should reflect specific requirements. Here are 13 job descriptions for various administrator roles:

1. Administrative Assistant Job Description

Key Responsibilities

Manage office operations, handle correspondence, and maintain records.
Arrange meetings, appointments, and travel itineraries for executives.
Prepare reports, presentations, and spreadsheets using MS Office/Google Workspace.
Act as a liaison between departments and external stakeholders, handling inquiries professionally.
Maintain office supplies, equipment, and ensure a well-organized workspace.
Accurately input data, organize files, and ensure proper documentation procedures.
Assist with expense tracking, invoicing, and basic bookkeeping tasks.
Provide support to clients, vendors, and employees with administrative requests.

Requirements & Qualifications

Diploma or Bachelor's Degree in Business Administration or a related field preferred.
1-3 years of administrative experience is an advantage.
Proficiency in Microsoft Office (Word, Excel, PowerPoint) or Google Workspace.
Excellent written and verbal communication skills.
Strong ability to prioritize tasks, meet deadlines, and handle multiple responsibilities.
Proactive, resourceful, and capable of working independently.
Ability to collaborate effectively with colleagues across departments.

2. Administrative Coordinator Job Description

Key Responsibilities

Maintain office supplies, equipment, and facilities to ensure a productive work environment.
Manage calendars, schedule meetings, and coordinate travel arrangements for executives and teams.
Organize and maintain files, records, and reports in digital and physical formats.
Act as the point of contact between departments, employees, and external stakeholders.
Assist in organizing company events, meetings, and training sessions.
Input, update, and generate reports from company databases and systems.
Support budgeting, invoicing, and expense tracking processes.
Ensure administrative tasks align with company policies and regulations.

Requirements & Qualifications

Diploma or Bachelor's degree in Business Administration, Management, or a related field.
2+ years in an administrative or coordination role.
Strong organizational and multitasking abilities.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office (Word, Excel, PowerPoint) and administrative software.
Ability to work independently and handle confidential information.
Experience in HR, finance, or office management is an advantage.

3. Administrative Officer Job Description

Key Responsibilities

Oversee and manage office operations to ensure efficiency and effectiveness.
Maintain and organize office records, documents, and databases.
Handle incoming and outgoing correspondence, emails, and phone calls.
Assist in scheduling meetings, appointments, and travel arrangements.
Prepare reports, presentations, and other administrative documents as needed.
Support HR and finance teams with payroll, employee records, and invoicing tasks.
Manage office supplies and equipment, ensuring availability and maintenance.
Coordinate with vendors, suppliers, and service providers for office needs.
Assist in organizing company events, meetings, and training sessions.
Ensure compliance with company policies and procedures.

Requirements

Diploma or Bachelor’s degree in Business Administration, Management, or a related field.
Strong organizational and time management skills.
Excellent communication and interpersonal skills.
Proficiency in Microsoft Office (Word, Excel, PowerPoint) and office management tools.
Ability to multitask and work independently with minimal supervision.
Attention to detail and problem-solving skills.

4. Office Administrator Job Description

Key Responsibilities:

Manage office operations, supplies, and administrative support for staff.
Handle incoming and outgoing correspondence, emails, and phone calls.
Organize and schedule meetings, appointments, and travel arrangements.
Maintain office records, documentation, and filing systems.
Support HR, finance, and other departments with administrative tasks.
Ensure compliance with office policies and procedures.
Assist in onboarding new employees and maintaining office security.
Coordinate with vendors, suppliers, and external stakeholders.

Requirements:

Proven experience as an Office Administrator or similar role.
Strong organizational and multitasking skills.
Proficiency in MS Office (Word, Excel, PowerPoint).
Excellent communication and interpersonal skills.
Ability to work independently and handle multiple tasks efficiently.
Diploma or degree in Business Administration or a related field is preferred.

5. HR Administrator Job Description

Key Responsibilities:

Maintain and update employee records and HR databases.
Assist in recruitment processes, including job postings, scheduling interviews, and onboarding.
Handle employee queries related to HR policies, benefits, and payroll.
Prepare HR reports, contracts, and other documentation.
Support training and development initiatives.
Ensure compliance with labor laws and company policies.
Coordinate HR events, meetings, and employee engagement activities.

Requirements:

Experience in HR administration or a related role.
Strong knowledge of HR policies, labor laws, and best practices.
Proficiency in HR software and MS Office.
Excellent organizational and communication skills.
High attention to detail and confidentiality.
Diploma or degree in Human Resources, Business Administration, or a related field.

6. Finance Administrator Job Description

Key Responsibilities:

Process invoices, payments, and financial transactions.
Maintain financial records and ensure accurate data entry.
Assist in budget preparation and expense tracking.
Prepare financial reports and reconcile accounts.
Support payroll processing and employee expense claims.
Ensure compliance with financial regulations and company policies.
Coordinate with internal and external stakeholders regarding financial matters.

Requirements:

Experience in finance administration, bookkeeping, or accounting.
Proficiency in accounting software and MS Office (Excel, Word).
Strong numerical and analytical skills.
High attention to detail and accuracy.
Excellent organizational and communication skills.
Diploma or degree in Accounting, Finance, or a related field.

7. Sales Administrator Job Description

Key Responsibilities:

Process sales orders, invoices, and customer contracts.
Maintain customer records and update CRM systems.
Coordinate with the sales team on order fulfillment and delivery schedules.
Handle customer inquiries and provide support for sales-related issues.
Prepare sales reports, forecasts, and performance analytics.
Assist in organizing sales meetings, presentations, and events.
Liaise with internal departments such as finance and logistics to ensure smooth transactions.

Requirements:

Experience in sales administration or a related role.
Strong proficiency in MS Office and CRM software.
Excellent organizational and multitasking skills.
Strong communication and customer service abilities.
Ability to work independently and support a fast-paced sales team.
Diploma or degree in Business Administration, Sales, or a related field.

8. Project Administrator Job Description

Key Responsibilities:

Assist in project planning, scheduling, and tracking milestones.
Maintain project documentation, reports, and compliance records.
Coordinate meetings, prepare minutes, and follow up on action items.
Communicate with internal teams, clients, and external vendors.
Monitor project budgets, resources, and procurement needs.
Ensure all administrative processes align with project objectives.
Support project managers in handling risk assessments and problem-solving.

Requirements:

Experience in project administration or coordination.
Strong organizational and problem-solving skills.
Proficiency in project management tools (e.g., MS Project, Trello, Asana).
Excellent communication and stakeholder management skills.
Ability to work under pressure and meet tight deadlines.
Diploma or degree in Project Management, Business Administration, or a related field.

9. IT Administrator Job Description

Key Responsibilities:

Install, configure, and maintain IT systems, servers, and networks.
Monitor system performance and ensure security updates are applied.
Troubleshoot hardware, software, and network-related issues.
Manage user accounts, access permissions, and data backups.
Support employees with IT-related problems and provide training when necessary.
Ensure compliance with IT policies and security best practices.
Collaborate with external vendors and service providers when needed.

Requirements:

Experience in IT administration, system support, or network management.
Strong knowledge of Windows/Linux operating systems and cloud services.
Proficiency in troubleshooting hardware, software, and network issues.
Familiarity with cybersecurity best practices and data protection policies.
Excellent problem-solving and communication skills.
Diploma or degree in IT, Computer Science, or a related field.

10. School Administrator Job Description

Key Responsibilities:

Manage school records, student enrollment, and attendance tracking.
Coordinate with teachers, parents, and students on school matters.
Oversee administrative tasks such as budgeting, payroll, and procurement.
Ensure compliance with education policies and government regulations.
Organize school events, meetings, and training sessions.
Supervise support staff, including clerical and maintenance teams.
Maintain a safe, organized, and welcoming school environment.

Requirements:

Experience in school administration or an educational setting.
Strong organizational, leadership, and problem-solving skills.
Proficiency in MS Office and school management software.
Excellent communication and interpersonal abilities.
Knowledge of education policies and school operations.
Diploma or degree in Education, Business Administration, or a related field.

11. Healthcare Administrator Job Description

Key Responsibilities:

Manage healthcare facility operations, including staffing and budgeting.
Ensure compliance with healthcare regulations and accreditation standards.
Oversee patient records, billing, and insurance processing.
Coordinate with medical staff to optimize service delivery.
Implement policies and procedures for efficient healthcare administration.
Handle patient inquiries and resolve operational issues.
Maintain a safe, clean, and organized healthcare environment.

Requirements:

Experience in healthcare administration or medical office management.
Strong knowledge of healthcare policies, billing systems, and regulations.
Excellent organizational and leadership skills.
Proficiency in healthcare management software and MS Office.
Diploma or degree in Healthcare Administration, Business, or a related field.

12. Logistics Administrator Job Description

Key Responsibilities:

Manage inventory, track shipments, and update delivery schedules.
Coordinate with suppliers, transport providers, and warehouses.
Prepare logistics reports, invoices, and shipping documentation.
Ensure compliance with logistics policies and industry regulations.
Optimize transportation routes and minimize costs.
Handle customer inquiries related to shipping and delivery.
Maintain accurate records of stock levels and order fulfillment.

Requirements:

Experience in logistics administration, supply chain, or warehousing.
Strong organizational and multitasking skills.
Proficiency in logistics software and MS Office.
Excellent communication and problem-solving abilities.
Knowledge of shipping regulations and supply chain management.
Diploma or degree in Logistics, Supply Chain, or a related field.

13. Customer Service Administrator Job Description

Key Responsibilities:

Respond to customer inquiries via phone, email, and chat.
Process customer orders, returns, and refunds efficiently.
Maintain accurate customer records and update databases.
Coordinate with internal departments to resolve customer issues.
Prepare reports on customer service performance and feedback.
Ensure compliance with company policies and customer service standards.
Assist in developing and improving customer service processes.

Requirements:

Experience in customer service or administrative support.
Strong communication and problem-solving skills.
Proficiency in MS Office and CRM software.
Ability to handle multiple tasks and work in a fast-paced environment.
Diploma or degree in Business Administration, Customer Service, or a related field.

14. Legal Administrator Job Description

Key Responsibilities:

Prepare and manage legal documents, contracts, and agreements.
Maintain and update legal records, case files, and compliance reports.
Conduct legal research and assist in drafting legal correspondence.
Coordinate with internal departments and external legal counsel.
Handle confidential and sensitive information with discretion.
Ensure compliance with legal regulations and company policies.
Organize legal meetings, prepare minutes, and follow up on action items.

Requirements:

Experience in legal administration, corporate law, or compliance.
Strong understanding of legal terminology and documentation.
Excellent organizational and communication skills.
Proficiency in MS Office and legal management software.
Diploma or degree in Law, Legal Studies, or a related field.

15. Construction Administrator Job Description

Key Responsibilities:

Assist in preparing project contracts, permits, and compliance documents.
Maintain construction schedules and track project milestones.
Coordinate with contractors, suppliers, and stakeholders.
Manage construction records, invoices, and procurement orders.
Ensure compliance with safety regulations and company policies.
Prepare reports on project progress, expenses, and resource allocation.
Support site teams with administrative and logistical tasks.

Requirements:

Experience in construction administration or project coordination.
Strong knowledge of construction documentation and processes.
Proficiency in MS Office, project management tools, and construction software.
Excellent organizational and problem-solving skills.
Diploma or degree in Construction Management, Business Administration, or a related field.

16. Retail Administrator Job Description

Key Responsibilities:

Manage inventory, stock levels, and supplier orders.
Handle customer inquiries, complaints, and escalations.
Coordinate with store managers and vendors for product availability.
Maintain records of sales, expenses, and store performance reports.
Ensure compliance with retail policies and health & safety standards.
Organize promotional campaigns, store displays, and marketing support.
Assist with payroll, scheduling, and staff coordination.

Requirements:

Experience in retail administration, store management, or operations.
Strong organizational and problem-solving skills.
Proficiency in MS Office, POS systems, and retail management software.
Excellent communication and customer service skills.
Diploma or degree in Business Administration, Retail Management, or a related field.

Job Description Samples for Similar Positions

If you are looking to hire for other administrative roles, consider these job descriptions:

Executive Assistant – Provides high-level administrative support to executives.
Office Manager – Oversees office operations and facilities management.
Clerk – Handles basic administrative and record-keeping tasks.
Receptionist – Manages front-desk duties and visitor coordination.
Data Entry – Inputs and manages business data.

Which Industries Need Administrators?

Administrators are required across various industries, including:

Corporate & Business Services – Handles office management and executive support.
Healthcare – Supports medical operations and patient records.
Education – Manages school administration and student affairs.
Retail & E-commerce – Assists with inventory and sales coordination.
Manufacturing & Logistics – Oversees supply chain documentation.
Government & NGOs – Ensures smooth administrative operations for public services.

Hiring the right administrator can significantly impact your company's efficiency and organization.

FAQs

What makes a good Administrator?

A good administrator is organized, detail-oriented, and a great communicator. They must be proactive, adaptable, and able to handle multiple tasks efficiently.

What is the difference between an Office Administrator and Office Manager?

An Office Administrator focuses on administrative support, such as documentation and scheduling, while an Office Manager oversees office operations, staff, and facilities management.

What are the different types of Administrators?

Administrators vary by industry and specialization, including HR, finance, healthcare, and legal administrators.

Who does an Administrator report to?

Administrators typically report to department heads, office managers, or executives, depending on the organization’s structure.

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