An office manager or administrative assistant is another name for a general administrator. While job descriptions vary by company, the general administrator may be in charge of all correspondence, answering phones, taking messages, preparing reports, and other general office tasks. In highly technical office environments, general administrators may require specialized training to complete some of these tasks. In English-speaking countries outside of North America, the term is most commonly applied to office jobs.
One of the main responsibilities of a general administrator is to handle all correspondence, which includes not only checking incoming mail and ensuring that it is delivered to the correct person, but also typing outgoing mail correspondence. Although some general administrators may need to go to the post office to pick up their mail, most mail is delivered to a central location in the office for further distribution. Many businesses rely on this service because they may have bids or other documents that must be reviewed within a short period of time.
A general administrator is responsible for preparing reports in a variety of software platforms in some office environments. As a result, these jobs necessitate a thorough understanding of office software, such as word processing, spreadsheets, and slide presentations. Frequently, the general administrator is in charge of converting raw data into a format that is appealing and presentable. Before the finished product is sent out, it is usually signed off by a supervisor.
In most offices, the job of a general administrator in terms of answering and transferring phone calls has been somewhat diminished since the introduction of direct extensions and voicemail. However, the employee may be called upon to answer the phone for the boss or other executives on occasion. Some issues may not be able to wait, and it is up to the administrator to assess the situation and determine the best course of action. Furthermore, some executives prefer that phone calls be screened by a front office employee before being sent through.
Database management is another way that general administrators can provide administrative support. For example, if the company has memberships or needs to maintain a sales list, the general administrator may be responsible for this. It is this person’s responsibility to ensure that the database does not contain out-of-date information in order to keep in touch with clients in a reliable manner.
In some offices, the general administrator is also in charge of creating and maintaining one or more executives’ schedules. In this case, the administrator will schedule meetings, confirm appointments, and make every effort to keep the day on track. This could also include making travel arrangements.