Am I Really an Office Administrator or Just Keeping Records? Seeking Clarity on My Role

Dear Friend, I need your help. I am working in a small organization. I am preparing the quotation which was given by my senior. I am keeping all the records of POs. I am preparing statements, i.e., the material list provided by us. I am preparing shutter orders. I am handling all inwards and outwards.

Role Clarification: Administrator or Office Assistant?

Am I working as an administrator? Can anyone tell me what an administrator does? I want to know because if I decide to pursue another job, will my experience be considered relevant for an administrator role? Please send me your response. Initially, I joined here as an administrator. However, now it seems like my work only involves keeping file records, and I am unsure of my role. Am I working as an office assistant or as an office administrator? Please, can anyone clarify this for me?

I am eagerly awaiting your reply.

Regards, MADHAVI

Job Responsibilities

Administrative Officer

1. To ensure general office discipline and attendance of personnel.
2. To take care of reimbursement claims of personnel, such as proper checking of traveling, conveyance, telephone/mobile phone expense bills, etc., ensuring control and timely payment of the same after approval of the competent authority.
3. To check suppliers' bills and forward only authorized bills to the accounts department for payment.
4. Procurement and maintenance of office equipment/furniture/fixtures to ensure their serviceability and AMC.
5. Procurement and issuance of stationery to various divisions and maintenance of proper records, including sundry equipment like mobile phones, telephones, calculators, etc.
6. To maintain a proper record of company assets issued to marketing personnel and ensure accountability.
7. To ensure general office maintenance, such as housekeeping, pest control, hygiene, electrical and mechanical maintenance, sanitation and plumbing, space management, and minor repairs (carpentry, masonry, furniture, painting, etc.).
8. To liaise with vendors/service providers such as suppliers, couriers, and manpower consultants.
9. Sourcing manpower as per the requisition of the respective division, completing joining and exit formalities, etc.
10. To handle legal cases and their proper follow-up.
11. To ensure statutory liabilities and timely renewal of trade license, property tax, and addressing banking-related issues.
12. Staff management.

Regards,
Tuhin Mitra

Bhaskar's prediction is right. I think stores also come under the Admin department in many organizations.

Pon

Dear Madhavi,

Your job seems to be partly as an Administrative Assistant and partly as a Sales Coordinator. In small organizations, work assigned may not align perfectly with given designations, but one must be willing to adapt, change roles, and take on different responsibilities as needed. This presents an opportunity to gain valuable experience and facilitate personal growth. Additionally, you could explore if there are opportunities in other fields within the same company. If not, consider making a switch.

All the best!

Regards,
Vaishalee

Thank you for replying. My work is just preparing P.O., statements, shutter orders, and keeping all file records. Only this is my work. I understand now I am working as an office assistant. Now I am feeling bad. It's only my mistake. Thank you again.