The Role Of Alan Cowgills Office Administrator

The job of office administrator for my company can seem a never-ending assignment

. She puts in a large number of hours, dropping off paperwork, running errands, and taking money to the bank.

Her day begins by unlocking the door of the company office, clocking in, and starting the computer. She sets the furnace or air conditioning, turns on the lights, checks the fax machine, and then checks phone messages.

At this particular company, the administrator has messages on her phone, but must also deal with messages from a live answering service. She prioritizes the messages, dealing with the most critical ones first. Fortunately, there's not a high call volume, and she usually does not receive a great many solicitation calls.

The administrator logs the calls coming in from the answering service in a spiral notebook, then files the notebook in a cabinet. She checks the messages three times a day-in the morning, at lunch, and before she goes home for the night. She copies the messages and then hands them off to the appropriate person.

The answering service costs $179 a month, based on call volume. It is a necessary expense, since people often do not want to deal with voice mail. Having a live person answer the phone can be a real advantage in the real estate marketplace.

When she's sick, the administrator will still call and check messages several times a day. That's because there may be emergencies that simply won't wait until she returns to the office. She also checks messages on the weekends, passing the messages onto the voice mailboxes of the individual's best suited to handling them.

The administrator should be especially adept at answering the phone. She has a standard greeting, which includes 'good morning' or 'good afternoon,' the name of the company, her own name, and 'How may I help you?' Her friendly tone and confident manner immediately put callers at ease.

The administrator is one of the key positions within the company. Although much of her work may not be visible to the general public, it is critical to the success of the organization. With her, things just seem to run more smoothly. Without her, chaos can ensue. It is a testament to her efficiency and her conscientiousness that the company has been able not only to survive, but to thrive, over the years.

by: Alan Cowgill

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