What are administrative duties in the workplace?

Administrative tasks are duties completed by administrative professionals in the workplace.

These tasks cover a wide range of functionalities.

For example, a hospital's administrative duties will be different from the law industry.

This guide will explore the most common administrative duties found in modern workplaces.

What Are Administrative Duties?

Administrative duties are essential to managing day-to-day business operations in an office setting.

These duties differ from industry to industry, but some core tasks are common in all sectors. Some of the common duties are:

  • Answering phone calls
  • Filing paperwork
  • Scheduling meetings
  • Greeting visitors
  • Answering employee questions
  • Managing an organized file-system

Many administrative skills will help you execute these administrative tasks with effectiveness.

Why Administrative Skills Are Important

Administrative skills are important for any business because they help run basic processes effectively. Any successful organization should have an administrative assistant who has the necessary administrative skills to run a business smoothly.

Administrative Duties by Category

All administrative assistants should know how to perform administrative duties. Multiple essential duties are associated with this role.

Here’ we have broken the administrative duties based on different categories to help you visualize the broad range of administrative responsibilities:

Communication

Communication skills are essential for administrative professionals. Administrative assistants have to constantly communicate with stakeholders, answer phone calls, write emails, communicate with employees, and many more.

That is why these professionals have to communicate information to others.

Here are some communication duties for administrative assistants:

  • Answering phone calls
  • Taking notes from clients
  • Sending emails
  • Redirecting emails and calls to respective persons
  • Handling client concerns
  • Greeting visitors
  • Perform customer service operations
  • Communicate client’s concerns to management and employees

Organization

Organizing is another essential duty for administrative assistants. They have to schedule appointments, organize office documents, manage calendars, meetings, conduct events, and many more.

Here are some common organization duties for administrative assistants:

  • Managing calendar for stakeholders
  • Manage office email and redirect mails to appropriate employees
  • Maintain office inventory
  • Organize office files and access documents as requested by management
  • Ensure the cleanliness of the office

Scheduling

Scheduling is another component of administrative duties.

Administrative assistants are often responsible for managing daily plans for stakeholders and management. They need to always keep in mind the daily schedules of stakeholders and understand the priority of tasks to schedule accordingly.

This ensures that all tasks are done within time and without bottlenecks. Here are some common scheduling duties for administrative assistants:

  • Coordinating office events
  • Schedule appointments
  • Manage stakeholder’s schedule
  • Plan meetings
  • Book and manage travel arrangements

Employee Onboarding

In some industries, administrative assistants also conduct employee orientations. The common duties for an administrative assistant in onboarding are:

  • Assisting new employees to get familiar with the office environment
  • Collected necessary documents from the employees for payroll purposes
  • Provided employees with handbook, paperwork, and office regulation handbook
  • Complete health insurance benefit paperwork
  • Introducing employees to team members and management
  • Set up company mail id for employees
  • Demonstrate office management software to employees to access files and records as needed

Bookkeeping

Bookkeeping is a big part of administrative duties, especially in small companies where one person manages administration and bookkeeping operations.

Some common bookkeeping duties for an administrative assistant include:

  • Record incoming and outgoing transactions on QuickBooks
  • Process payments to clients based on Purchase Orders
  • Prepare financial statements weekly and monthly for stakeholders
  • Manage office expenses
  • Provide reimbursements and manage payroll for employees
  • Create invoices for clients

Computer Duties

With the advancement of technology, it’s mandatory for administrative professionals to know computer skills. They should also know how to troubleshoot basic computer problems and operate essential office equipment like printers and fax machines.

Here are some administrative duties involving computers:

  • Use Microsoft Word to prepare letters on company letterhead
  • Use Microsoft Excel to maintain financial records
  • Use PowerPoint to prepare presentations for clients or stakeholders
  • Order office supplies from online stores
  • Manage company blog or website
  • Use POS software to collect transactions from clients
  • Dictate meeting notes
  • Conduct online events via video conferencing platforms
  • Manage office files on computer-based file management systems

Other Administrative Tasks

An administrative assistant has to manage many other types of administrative duties as well, such as:

  • Complete research and analysis based on upper management’s requests
  • Maintain company’s social media pages
  • Handle customer service
  • Conduct exit interviews for ex-employees
  • Manage company-wide email communications

Administrative Tasks by Industry

Administrative duties widely vary from industry to industry. Here is a list of administrative duties for different sectors:

Healthcare Administration Duties

  • Analyze and improve the quality of healthcare services
  • Develop departmental goals
  • Track changes in healthcare technology and policies
  • Ensure compliance with healthcare laws and regulations
  • Maintain and organize records of patients and services
  • Manage finance of the healthcare organization and oversee payment collection and billing
  • Recruit and hire staff members
  • Conduct employee engagement activities
  • Maintain communication between patients and caregivers and medical staff

Medical Administrative Assistant Duties

  • Schedule medical appointments and maintain communication between medical staff and patients
  • Manage medical reports in the Electronic Medical Record system
  • Interview patients to understand their pathologies and complete medical forms to create case histories
  • Assist patients to claim medical insurance
  • Maintain confidentiality of medical documents
  • Prepare a financial statement for stakeholders

Also Read: Medical Assistant Resume

Real Estate Administrative Assistant Duties

  • Track and prepare paperwork for real estate transactions to close deals quickly
  • Monitor deadline and prepare legal notices for parties
  • Maintain transactions and ensure compliance with legalities & tax withholdings
  • Schedule appointments with clients for closing deals
  • Prepare marketing collateral such as brochures, flyers, social media content
  • Aid customers over call and email and provide excellent customer service
  • Conduct training and improve skills of workers

Also Read: Real Estate Resume

Legal Administrative Assistant Duties

  • Prepared legal documentations like deeds, legal affidavits, and briefs
  • Reviews and proofread legal documents and ensure grammatical accuracy
  • Schedule meetings with clients and attorneys
  • Maintain legal document file system
  • Manage information flow with different departments

Also Read: Legal Assistant Resume

Kew Takeaways

Here are the key takeaways from what we have discussed so far:

  • You need to create a stellar administrative assistant resume to showcase your administrative duties
  • Understand the administrative duties to acquire administrative skills to get jobs
  • Showcase administrative skills through your workplace duties and communications
  • Set your career goals before you look for jobs as an administrative assistant

Make the best use of Hirations Career Builder, which has 24/7 chat support to help you create a resume and cover letter for your job search.

Reach out to us at support@hiration.com, and we will get back to you as soon as possible.