Office Administrator Āpiha Whakahaere Mahi

Office Administrators perform a range of administrative tasks to make sure an organisation runs efficiently.

Office administrators may do some or all of the following:

  • organise meetings, prepare agendas and take minutes
  • create, oversee, distribute and file correspondence and documents
  • work on reception
  • monitor and maintain equipment and supplies
  • prepare and track budgets, pay bills, and do banking and invoicing
  • ensure health and safety issues are addressed, including making staff aware of building safety procedures and safe work practices
  • project or database management
  • update websites
  • research, records management and filing.

Useful Experience

Useful experience for office administrators includes:

  • administration or reception work
  • customer service experience
  • accounting
  • information technology (IT) work.

Personal Qualities

Office administrators need to be:

  • organised, and able to prioritise and multitask
  • good communicators and skilled writers
  • able to work well in a team environment
  • able to solve problems and show initiative
  • friendly and approachable
  • discreet and diplomatic when dealing with confidential issues.


Office administrators need to have knowledge of:

  • software such as Microsoft Office or Excel
  • website management and database systems
  • budgeting and office finance systems
  • health and safety laws
  • keyboard and computing skills
  • minute taking and report writing.


Office administrators:

  • usually work regular business hours but may work part time or in evenings or weekends
  • usually work in offices.

Subject Recommendations

No specific secondary education is required for this job, but accounting, businesses studies, digital technologies, English and maths to at least NCEA Level 2 are useful.

Office Administrators can earn around $51K-$57K per year.

Pay for office administrators varies depending on their experience and skills.

  • Office administrators with up to three years' experience usually earn between $51,000 and $57,000 a year.
  • Office administrators with more than three years' experience can earn between $56,000 and $65,000.

Source: Hays, 'The FY 22/23 Hays Salary Guide', 2022.

Office administrators may move into other administrative roles, such as personal or executive assistant, or office manager. With further training, administration officers may progress to become event or project managers.

Years Of Training

There are no specific requirements to become an office administrator. However, a business administration qualification, such as a certificate or diploma, may be useful.

Office administrators can complete a New Zealand Certificate in Business (Levels 3 and 4) or a New Zealand Diploma in Business (Level 5) while working. Industry training organisation Skills oversees workplace assessments.

Office administrators may also become members of the Association of Administrative Professionals New Zealand (AAPNZ), which offers professional development opportunities.

Office Administrator