An Administration Officer is responsible for carrying out administrative activities of a company. They prepare operating budget and maintain inventory and budgetary controls and create and maintain databases. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Administration Officers.

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Main Responsibilities of Administration Officer

The following list describes the typical responsibilities of an Administration Officer:

Administer

• Administer doctor expenses such as insurance.

• Administer HR policy within payroll context.

• Administer Occupational Health and Safety Insurance requirements in staff injury.

Analyze

Analyze incoming and outgoing memoranda, submissions and reports.

Answer

Answer to inquiries from occupants and / or visitors.

Assemble

Assemble data and prepare periodic and special reports, manuals and correspondence.

Assist

• Assist during exercises and emergency situations.

• Assist in preparation of operating budget and maintain inventory and budgetary controls.

• Assist in the preparation of operating budget and maintain inventory and budgetary controls.

• Assist in the preparation of Quarterly Folder for Certification Letter sign off.

• Assist in the transition to Technology One as required.

• Assist with annual Audit preparation, including completing year-end working paper packages.

• Assist with annual reconciliation of pensionable and insurable earnings.

• Assist with financial, human resources and general administrative systems and processes.

Attend

• Attend round-the-clock fault / accidents management including.

• Attend weekly meetings with the AR at the PSO and / or any other.

Build

Build trust-based relationships with the clients.

Calculate

Calculate EHT and prepare remittances.

Carry out

Carry out administrative activities of establishment.

Collaborate

Collaborate with Accounting on the tracking of and control of costs reconciling all outsourced work.

Collect

• Collect, compile, check the accuracy and index financial data.

• Collect Student Contracts.

Complete

• Complete analysis of financial results and develops recommendations (strategic and tactical).

• Complete daily workload within strict timeframes and addresses any issues with supervisor.

Conduct

• Conduct client interviews and research to determine solutions to business requirements.

• Conduct routine inspection and prepare inspection report.

• Conduct team meetings as well as weekly management meetings with principal dentist.

Coordinate

• Coordinate activities with other work units or departments.

• Coordinate change management activities and ensures projects meet objectives.

• Coordinate external installation resources as required.

• Coordinate security briefings.

• Coordinate the completion of statutory financial statements.

Create

• Create and maintain databases / lists.

• Create a student master sheet.

• Create the conditions for the vision to be well understood by everyone.

Delegate

Delegate work to office support staff.

Develop

• Develop and manages functional testing.

• Develop innovation partnerships.

Direct

Direct and coach the finance and accounting management team.

Engage in

• Engage in the hiring process for the team.

• Engages others in order to accomplish organizational goals and strategies.

• Engage with people who make a difference.

Enhance

Enhance operational efficiency and strictly follow the KPI.

Enhances

Enhances and implements financial and accounting systems, processes, tools and control systems.

Ensure

• Ensure accurate and timely financial, management and regulatory reporting.

• Ensure accurate payrolls for all divisions.

• Ensure a high level of sensitivity and respect in the carrying out all duties.

• Ensure all installation reports are complete and recorded.

• Ensure appropriate management of all assets, liabilities and net assets.

• Ensure clarity, focus, and alignment to foster high performance.

• Ensure legal and regulatory compliance regarding all financial functions.

• Ensure optimization of payroll systems.

• Ensure physical facilities provide a safe, productive environment for all staff.

• Ensure procedures and processes / systems are maintained and improved.

• Ensure security of the student record in compliance with the College's privacy policy.

• Ensure that accounting for the organization is professionally and correctly conducted and reported.

• Ensure the balance of operational efficiency and quality care for donors.

• Ensure the balance of operational efficiency and quality care for supporters.

• Ensure the highest level of customer service is delivered in accordance with the bank's standards.

• Ensure WSIB protocols are followed, reported and corrective action steps are taken.

Establish

• Establish and maintain effective communication with the various parties involved in the files.

• Establish work priorities and ensure procedures are followed and deadlines are met.

• Establish work schedules and procedures.

File

File documentation according to business rules.

Follow-up

Follow-up complaints of any nature.

Forecast

Forecast company goals and communicate with owners.

Generate

Generate CC / SLC student master sheet for new students and import it to Amp.

Handle

• Handle day-to-day all round office administration tasks for offices.

• Handle incoming and outgoing daily mailings and document delivery when necessary.

• Handle mail and other routine correspondence.

Help

Help prepare, proofread and revise presentations, correspondence, reports, and other.

Identify

Identify operational problems, recommend solutions and help develop new procedures.

Input

Input data into ADP on a timely basis.

Investigate

Investigate without delay any irregularities or variances.

Issue

Issue invoices receipts, refunds.

Keep

• Keep abreast of legislation, policies and procedures, which relate to products and services.

• Keep those ambitions in sight and imagine where JLL can take you....

Lead

• Lead and drive initiatives forward across the organization.

• Lead the creation of all key financial governance / board materials.

Liaise with

• Liaise with tax professionals to maintain an effective and compliant tax program.

• Liaise with various government agencies to ensure all requirements are understood and are delivered.

• Liaise with banks for any issues pertaining to credit cards and direct deposit.

• Liaise with Ceridian on payroll issues, changes / upgrades to software.

• Liaise with partners to guide them on how to protect the customers and bank against fraud.

• Liaise with property management office and contractor for building service.

• Liaise with supervisors on staffing / payroll issues.

Maintain

• Maintain a professional and positive manner even under changing or uncertain conditions.

• Maintain document custody control log.

• Maintain good working relationships with internal and external clients.

• Maintain strict custody of negotiable cheques.

• Maintain strong custody control over original documentation.

• Maintain tidy presentation of facilities including meeting rooms.

Make

• Make phone call to clients and agents to follow up policy changes.

• Make concrete, well-informed and thought out decisions that support the overall organization.

• Make travel arrangements for out of town jobs, book plane tickets, hotels, and car rentals.

Manage

• Manage a diverse portfolio of work and working requirements.

• Manage all entries into the organization's accounting program (QuickBooks).

• Manage and update booking calendar for all rooms rentals.

• Manage both Accounts Payable and Accounts Receivable.

• Manage corporate credit cards.

• Manage inventory of Company printing items, e.g. letterheads and envelopes.

Maximize

Maximize revenue, control costs, and customize quotes.

Monitor

• Monitor pricing, renewals and banking reports in compliance with deadlines.

• Monitor the group mailbox and responds to requests and inquiries in a timely manner.

• Monitor the incoming document queue to ensure processing according to LBC Tech's service standards.

• Monitor the installation schedule.

Open

Open incoming regular and electronic mail and relay communications.

Operate

Operate as an Agile leader by embodying and driving its adoption.

Optimize

Optimize and document operational procedures.

Oversee

• Oversee and co-ordinate office administrative procedures.

• Oversee cash flow planning and ensure availability of funds across multiple currencies, as needed.

• Oversee the preparation and maintenance of regular financial planning reports.

• Oversee the team providing facilities and shared administrative services to the organization.

• Oversee the packing and dispatch team.

Participate

Participate in system projects if necessary.

Perform

• Perform a variety of accounting and financial tasks.

• Perform quality controls to ensure that financial risk is mitigated.

• Perform regular audits to ensure customer satisification.

• Perform rigorous control of routine activities and see to the general administration of files.

Prepare

• Prepare admission, program, release, transfer and other reports.

• Prepare and submit reports.

• Prepare and submit reports as required.

• Prepare cheque logs and cheques for delivery to the bank.

• Prepare document retention logs, output file preparation and mailing.

• Prepare financial reports requested by Board, Chair and GM.

• Prepare month-end report (OOP) of company and clients' expenses for Financial Control Department.

• Prepare paperwork for out of town jobs such as maps, letters and forms.

• Prepare payments (direct deposit).

• Prepare reclass and adjusting journal entries when required.

• Prepare, compile and maintain various computerized and manual records by generating reports.

• Prepare the HST returns as required.

Process

• Process complex policy change requests and assigned administration work.

• Process complex policy change requests, with focus in ILAS policy and payment of policy values.

• Process customer orders through an online e-commerce system.

• Process payments, prepare invoices, daily reports and cash deposits (using Sage 50).

• Process Public Curator payments and gels du fonds requests.

• Process student enrollment verifications / certification letters.

Provide

• Provide administrative support.

• Provide building inductions.

• Provide Christian spiritual leadership, nurture and care in a multi-denominational environment.

• Provide coaching and training to all Team Members under his / her direction.

• Provide consistent, objective and sound credit recommendations in a high-volume environment.

• Provide feedback and direction on a regular basis.

• Provide instructions to the bank and cash manager.

• Provide leadership to external audit process.

• Provide Leadership to the Installation team.

• Provide non-technical leadership to the internal legal services function in the organization.

• Provide procedural support and solution.

• Provide strategic oversight to the accounting and finance functions.

• Provide superior service to both internal and external customers.

• Provide support on internal and external audits.

• Provide support to the billing team.

Record

Record all employee reimbursement expenses.

Report

Report, settlement and liaising with all relevant parties.

Research

Research project-related issues as requested (e.g., rating agency reports.).

Resolve

Resolve work related problems.

Respond

• Respond to all telephone, email and walk-in inquiries for Hall bookings & catering services.

• Respond to customer enquiries via phone and email.

Review

• Review all documents and applications for completeness, accuracy, and ambiguity.

• Review, evaluate and implement new administrative procedures.

• Review the payroll register / time capture and enter data into payroll, reconciliation spreadsheet.

Scan

Scan financial and other administrative records.

Schedule

Schedule meetings, books rooms.

Set

Set the pace for change and achievement of strategic goals.

Settle

Settle and manage accounts receivable (using Sage 50).

Submit

• Submit recommendations to improve work processes to the supervisor.

• Submit recommendations to improve work processes to the Assistant Manager.

Supervise

Supervise office repair and maintenance works of the approved.

Support

• Support Ad Hoc tasks as assigned from time to time.

• Support colleagues in resolving non-standard files requiring in-depth understanding of activities.

Take

• Take an active role in talent management to select, onboard, mentor and inspire.

• Take both formal and informal correspondence, Membership maintenance.

• Take over clients by providing outstanding customer support.

Train

• Train new staff on procedures as necessary.

• Train workers in duties and policies.

Understand

Understand and highlight the Bank products to optimize client satisfaction and loyalty.

Undertake

Undertake special assignments as required.

Use

Use logic and analytical methods to come to realistic solution.

Verify

Verify data and information on loan applications to ensure their accuracy.

Work with

• Work cooperatively and effectively with others to reach a common goal.

• Work in a friendly and easy going environment.

Most In-demand Hard Skills

The following list describes the most required technical skills of an Administration Officer:

• MS Office

• Business Equipment

• MS Excel

• MS Word

• MS Outlook

• Large Workload

• Electronic Mail

• MS Windows

• MS Powerpoint

• Administration

• Customer Service

• Safety

• Security

• Private Sector

Most In-demand Soft Skills

The following list describes the most required soft skills of an Administration Officer:

• Written and oral communication skills

• Attention to detail

• Interpersonal skills

• Personal suitability

• Tight deadlines

• Organizational capacity

• Time-management

• Bilingualism

• Leadership

• Multi-task

• Accurate

• Problem-solving attitude

• Analytical ability

• Desire to succeed and progress

• Highly motivated

• Work effectively with others as part of a team

• Collaborative

• Communicate information effectively

• Communications

• Presentation