home Self-development What does an office administrator do? Administrator of an administrative commercial building job description

What does an office administrator do? Administrator of an administrative commercial building job description

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office administrator(.doc, 82KB)

I. General provisions

The office administrator belongs to the category of specialists.
The office administrator must know:
1. 2.1. Location of office premises.
2. 2.2. Principles of planning and design of office premises.
3. 2.3. Rules and methods for organizing office work.
4. 2.4. Scope of activity of office workers.
5. 2.5. Ethics of relationships in a work group.
6. 2.6. Office standards.
7. 2.7. Principles of organizing office supplies.
8. 2.8. Legislative requirements for business contracts and the procedure for their conclusion.
9. 2.9. Technical equipment of the office.
10. 2.10. Rules for using office equipment.
11. 2.11. Principles of relations with the administration (commandant’s office) of the building in which the office premises are located.
12. 2.12. Fundamentals of aesthetics, ethics and social psychology.
13. 2.13. Internal rules labor regulations.
14. 2.14. Fundamentals of labor legislation.
15. 2.15. Rules and regulations of labor protection, safety precautions, industrial sanitation and fire protection.
Appointment to the position of office administrator and dismissal from office are made by order of the head of the organization.
The office administrator reports directly to _________.
During the absence of the office administrator (business trip, vacation, illness, etc.), his duties are performed by a person appointed to in the prescribed manner. This person acquires the corresponding rights and is responsible for the proper performance of the duties assigned to him.

II. Job responsibilities

Office administrator:

Ensures that the office is prepared for the working day (deactivating the security alarm system, connecting office equipment and preparing it for use, providing the office with stationery and consumables).
Prepares estimates for office logistics.
Designs Required documents for concluding contracts for: supply of stationery, Supplies and other inventory items necessary for the operation of the office; Maintenance and repair of office equipment; other services.
Exercises control over the design of the premises, monitors the preparation and release of advertising and other information materials in the office intended for distribution to visitors.
Ensures cleanliness and order in the office premises.
Monitors the proper operation of office equipment and rational use office supplies and supplies in the office.
Establishes contacts with operational services and utility organizations to provide resources to office premises, carry out repairs and other work.
Ensures proper maintenance and operation of office premises in accordance with the rules and regulations of industrial sanitation and fire protection.
Organizes the ordering of air and railway tickets for office employees, dispatching vehicles.
Organizes office paperwork, receives incoming calls and manages outgoing calls.
Organizes effective and cultural service for visitors, ensures the creation of comfortable conditions for them, advises them on administrative issues, provides information and other materials (business cards, price lists, booklets, etc.).
Prepares the material and technical base for conducting complex negotiations with partners, clients, and other categories of visitors.
Keeps records of visitors.
Takes measures to prevent and eliminate conflict situations.
Performs individual official assignments from his immediate superior.
Prepares the office for closing (turns off lighting and office equipment, activates security alarm systems, etc.).

III. Rights

The office administrator has the right:

Manage independently and under your own responsibility in cash allocated to provide the office with the necessary inventory items.
Submit proposals for improvement of the work of the office and the enterprise as a whole for consideration by the head of the enterprise.
Get acquainted with the documents defining his rights and responsibilities for his position, criteria for assessing the quality of performance of official duties.
Sign and endorse documents within your competence.
Require the management of the enterprise to provide organizational and technical conditions and registration established documents necessary for the performance of official duties.

IV. Responsibility

The office administrator is responsible for:

For improper performance or failure to fulfill one’s official duties as provided for in this job description - within the limits established by the current labor legislation Russian Federation.
For offenses committed in the course of their activities - within the limits established by the current administrative, criminal and civil legislation of the Russian Federation.
For causing material damage to the enterprise - within the limits established by the current labor legislation of the Russian Federation.

1. General provisions.

1.1.The job description defines functional responsibilities, rights and responsibilities of the administrator.
1.2.The administrator belongs to the category of professionals.
1.3. The office administrator is appointed to the position and dismissed from the position in the manner established by the current labor legislation, by order of the director of the enterprise.
1.4. Official subordination of the administrator:

1.5. Documents regulating the activities of the administrator:

1.5.1.External documents: legislative and regulatory acts relating to the work performed.
1.5.2. Internal documents: Charter of the enterprise, orders and instructions of management, job description of the administrator, internal labor regulations.

2. Qualification requirements.

2.1. Secondary vocational.
2.2. Work experience in the relevant position – at least 1 year.

3. Tasks and responsibilities.

The Office Administrator performs the following tasks and responsibilities:

3.1. Receiving telephone calls, recording and transmitting information to company employees, forwarding calls to departments, depending on requests.
3.2. Initial consultation with clients on incoming calls.
3.3. Registration and accounting of incoming and outgoing documentation, contracts, letters, etc.
3.4. Typing, commercial offers and other documentation.
3.5. Carrying out work on placing advertisements in the media and recruitment agencies on hiring, at the request of managers structural divisions. Conducting initial interviews with applicants for vacant positions.
3.6. Work on maintaining the site (entering updated information).
3.7. Maintaining timesheets.
3.8. Route planning vehicle, assigned to the office.
3.9. Formation of an application for the purchase of office supplies and consumables for the enterprise’s office equipment.

The administrator has the right:

4.1.Act on behalf of the enterprise, represent the interests of the enterprise in relations with other companies, within the framework of their official duties.
4.2.Interact with other employees of the enterprise, within their competence.
4.3. Make proposals to improve the activities of the enterprise.

5. Responsibility.

The administrator is responsible:

5.1.For improper performance or failure to fulfill one’s job duties as provided for in this job description - within the limits determined by the current labor legislation.
5.2.For offenses committed in the course of carrying out its activities - within the limits determined by the current administrative, criminal and civil legislation.
5.3. For material damage caused to the enterprise - within the limits determined by the current labor and civil legislation.

6. Must know.

The administrator must know:

6.1. Basics of enterprise organization.
6.2. Positions and trends existing in the advertising services sales market.
6.3. The range of advertising services provided by the enterprise.
6.4. Pricing procedure.
6.5. Means of establishing business contacts with counterparties.
6.6. Ethics business communication and negotiations.
6.7. Current price list for services.
6.8. Fundamentals of technology and organization of production of printing products and outdoor advertising products.
6.9. Fundamentals of labor legislation.
6.10. Rules and regulations of occupational health, safety, industrial sanitation and fire protection.
6.11. Prospects for innovation and investment activities of the enterprise.
6.12. Working with computer technology, means of telecommunications and communications.

7. Other provisions.

7.1. The job description is drawn up in two copies, one of which is kept at the enterprise, the second - with the employee.
7.2.Sections “Tasks and Responsibilities”, “Rights” and “Responsibilities” may be clarified due to changes in the management structure, tasks and functions of the structural unit.
7.3. Changes and additions to this job description must be made by order of the General Director.

I have read the instructions: “___”___________ 2013

(4 average votes: 3.8 out of 5)

Administrator's job description- an instruction indicating the range of assignments, responsibilities, and work that must be performed by a person holding a given position in an enterprise or firm.

JOB DESCRIPTION OF ADMINISTRATOR SAMPLE

────────────────────────────── (Job title)

00.00.0000 N 000

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(signature) (initials, surname)

General provisions

1.1. The administrator belongs to the category of specialists.

1.2. A person with a secondary education is accepted for the position of administrator professional education without presenting requirements for work experience or initial vocational education and work experience in the specialty of at least 2 years. (Job description for administrator sample)

1.3. The administrator must know:

1.4. The administrator in his activities is guided by:

Charter (Regulations) ________________________________________________;
this job description;
_____________________________________________________________________

1.5. The administrator reports directly ________________________ (name of the manager's position).

1.6. During the absence of the administrator(vacation, illness, etc.) his duties are performed by an employee appointed in the prescribed manner, who acquires the corresponding rights and is responsible for failure to fulfill or improper performance of the duties assigned to him in connection with the replacement.

1.7. ___________________________________________________________________.

Functions

2.1. Providing efficient and cultural service to visitors.

2.2. Control over the safety of material assets.

Job responsibilities

A The administrator performs the following duties:

3.1. Carries out work on effective and cultural service to visitors, creating comfortable conditions for them.

3.2. Provides control over the safety of material assets.

3.3. Consults visitors on questions regarding the services provided.

3.4. Takes measures to prevent and eliminate conflict situations.

3.5. Considers complaints related to unsatisfactory service to visitors, carries out the necessary organizational and technical measures.

3.6. Exercises control for the appropriate design of the premises, monitors the placement, updating and condition of advertising inside the premises and on the building. (Job description for administrator sample)

3.7. Provides cleanliness and order in the premises and in the area adjacent to it or the building.

3.8. Monitors compliance by subordinate employees with labor and production discipline, labor protection rules and regulations, industrial sanitation and hygiene requirements.

3.9. Informs management organizations about existing shortcomings in serving visitors and measures taken to eliminate them.

3.10. Ensures that employees comply with the instructions of the enterprise management.

3.11. ________________________________________________________________ (other duties).

Rights

A The administrator has the right:

4.1. Participate in the discussion of draft decisions of the organization's management. (Job description for administrator sample)

4.2. In agreement with the immediate supervisor, involve other employees in solving the tasks assigned to him.

4.3. Request and receive from employees of other structural divisions necessary information, documentation.

4.4. Participate in discussions of issues related to the duties performed.

4.5. Require the organization's management to provide assistance in the performance of official duties.

4.6. _________________________________________________________________ (other rights).

Responsibility

5.1. The administrator is held accountable:

- for improper performance or failure to fulfill their job duties as provided for in this job description - in the manner established by the current labor legislation of the Russian Federation; (Job description for administrator sample)
- for offenses and crimes committed in the course of their activities - in the manner established by the current administrative, criminal and civil legislation of the Russian Federation;
- for causing material damage - in the manner established by the current labor legislation of the Russian Federation.

5.2. ___________________________________________________________________.

Final provisions

6.1. This job description has been developed based onQualification characteristics of the position “Administrator” (Unifiedqualification directory of positions of managers, specialists andemployees. Section “General industry qualification characteristics of positions”workers employed at enterprises, institutions and organizations",approved by the Decree of the Ministry of Labor and Social DevelopmentRussian Federation dated August 21, 1998 N 37), _________________________________(details of other actsand documents). (Job description for administrator sample)

6.2. Familiarization of the employee with this job descriptioncarried out upon hiring (before signing an employment contract).The fact that the employee has read this job descriptionconfirmed by ____________________________________________________________ (signed on the familiarization sheet, which is an integral part ofpart of this instruction (in the log of familiarization with officialinstructions); in a copy of the job description storedat the employer; in another way). (Job description for administrator sample)

6.3. ___________________________________________________________________.

Sample documents

For most large and serious companies the introduction of an office manager position has long been necessary for successful functioning measure. Moreover, most companies belonging to the category of medium and small businesses today increasingly began to introduce this structural unit into their staff. Accordingly, the job description of the office manager, which fully reveals the functionality of this employee, has become increasingly relevant lately.

What is the function of an office manager?

A management office position for any company often involves performing many different functions. Therefore, as an addition to the employment contract, it is often necessary to draw up a document such as a job description for an office manager, which clearly states all the responsibilities of such an employee. First of all, it is necessary to understand that the main requirements for such an employee are the management and control of the administrative division of the company. Thus, “office” does not mean a specific premises, but a department of an enterprise whose specialists are engaged in performing administrative and managerial functions. The office manager's job description should cover the entire range of supervisory responsibilities assigned to the relevant specialist. In particular, these may include the following functionality:

planning the activities of administrative department employees;
drawing up and implementing a corporate culture and ethics of communication with the company’s counterparties among the company’s specialists;
organization and control over the functioning of the office management system formed between the divisions of the company;
constant monitoring of the availability of materials necessary for the full functioning of the office;
compiling reports for management using previously established forms.

Difference between office manager and administrator

The job description of an office manager can be expanded at the discretion of the company’s management and supplemented by all necessary responsibilities, which are prescribed to be performed by a specialist occupying the corresponding position for the normal functioning of the existing administrative unit. Such a document is formed somewhat differently than the job description of an office administrator. In the latter case, as a rule, the specialist should be entrusted with economic functions related to organizing the work of the unit. It must be remembered that the manager primarily performs responsibilities related to managing the activities of employees.

The administrator is responsible for organizing conditions that allow all specialists to fully implement the functionality assigned to them.

Responsibilities of a HR specialist

In addition, there is also such a document as the job description of the personnel department. The responsibilities specified in this document are also related to the organization of staff work. The difference is that the HR department employee is primarily responsible for hiring workers and controls the job movements of specialists within the company. Organizing the work of employees in the field is not his responsibility.

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IN practical guide Key issues of organizing the accounting work of an enterprise (organization, institution) of any form of ownership are considered. The material in the manual is presented systematically, based on current regulatory, methodological and regulatory technical documents, including the Instructions for Office Work. The book focuses on examining the procedure for working with accounting documents, as well as documenting the activities of the accounting department. The introductory section of the book is devoted to organizing the activities of the accounting group from scratch. The book is intended for chief accountants of enterprises, management staff and specialists of financial and economic services and departments, accountants, document specialists, as well as for students in the specialties “Accounting” and “Office Management” in educational institutions and in specialized courses.

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