Administration KPIs List

Administration KPIs apply to various administrative professionals like administrative managers, administrative assistants, and others involved in the administration of the organization.

Administration KPIs Reporting Dashboard

Office Administrator Job Responsibilities

  • Act as an administrative assistant for senior staff
  • Act as a liaison to vendors, building management, and other external parties.

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  • Assist staff with desktop publishing and graphic design work.
  • Create and update user guides for technology systems used in the office.
  • Implement new technology roll-outs and upgrades as organizational needs change.
  • Maintain and troubleshoot technology in the office, including computers, networking, printers, copiers, telephones, televisions, projectors, and all software systems.
  • Manage and refine internal filing and other procedures.
  • Manage corporate and charitable registrations.
  • Monitor and maintain all office and kitchen supplies.
  • Perform desktop publishing and graphic design work in support of the Communications department.
  • Perform updates and expansions to the website in support of the Communications department.
  • Refine office layout as organizational needs change.

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Administration Manager Job Responsibilities

  • Assess staff performance and provide coaching and guidance to ensure maximum efficiency.
  • Ensure operations adhere to policies and regulations.

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  • Ensure the smooth and adequate flow of information within the company to facilitate other business operations.
  • Keep abreast with all organizational changes and business developments.
  • Manage schedules and deadlines.
  • Monitor costs and expenses to assist in budget preparation.
  • Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
  • Organize and supervise other office activities (recycling, renovations, event planning etc.).
  • Oversee facilities services, maintenance activities and trades persons (e.g electricians).
  • Plan and coordinate administrative procedures and systems and devise ways to streamline processes.
  • Recruit and train personnel and allocate responsibilities and office space.

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Administrative Assistant Job Responsibilities

  • Answering phones for the office and management team.
  • Making PowerPoint presentations that are client-ready.

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  • Managing calendar and scheduling tasks for the CEO.
  • Managing emails for the CEO.
  • Ordering office supplies and keeping an inventory of office supplies.
  • Other ad hoc tasks as needed.

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Admin and Payroll Officer Objectives

The admin and payroll officer objectives are designed to track and measure the admin and payroll officer’s core job role efficiencies. These objectives include the accurate and timeous preparation of the payroll and its associated tasks, such as payroll reporting, payroll accounting, and payroll system and administration.

  • Reduce the number of payroll errors per month – The number of payroll errors per month KPI is designed to measure the number of errors or inaccuracies in the monthly payroll. This metric is tracked over time to ensure that the payroll efficiencies increase and the monthly errors decrease.
  • Reduce the number of ad-hoc payroll payments – The number of ad-hoc payroll payments KPI measures and tracks the number of payroll payments made outside of the monthly payroll run. While a certain number of ad-hoc payments must be expected, they reduce the payroll team’s efficiencies: the lower this metric, the more efficient the payroll department.

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  • Reduce the numbers of payroll corrections and changes – The numbers of payroll corrections and changes KPI tracks the number of revisions made to the payroll over time. Changes like employee bank account details are to be expected. But, incorrect data translates into reduced efficiencies and duplicated work. It is vital to reduce this metric to increase payroll efficiencies.
  • Improve the payroll payment accuracy percentage – The payroll payment accuracy percentage KPI measures the ratio between the total number of accurate payroll payments and the total number of payroll payments processed over the same period as a percentage: the higher this metric, the more precise the payroll, and the more efficient the payroll team.
  • Improve the average days to clear the payroll recon items – The average days to clear the payroll recon items KPI measures the average number of days to complete the payroll reconciliation with the payroll general ledger entries. This metric is calculated by dividing the total number of entries by the number of days taken to complete the payroll recon.
  • Improve the number of days to deliver payslips – The number of days to deliver payslips KPI measures and tracks the time, in days, it takes for the payroll team to provide the month’s payslips to employees once the payroll has run. The lower this metric, the higher the payroll team’s efficiencies.
  • Improve the planning deadlines achieved percentage – The planning deadlines achieved percentage KPI measures the ratio of payroll run deadlines achieved in relation to the planned deadline dates as a percentage. The higher this metric, the more accurate the payroll’s officer’s planning efficiencies are.
  • Improve the percentage that the payroll is compliant with the system controls – This KPI measures and tracks the extent to which the payroll processes are compliant with the design and implementation of company-wide system controls; the higher this metric, the more compliant the payroll processes.
  • Improve the percentage that the policies and processes are up to date – This KPI measures and tracks the extent to which the payroll policies and processes are up to date as a percentage. The higher this metric, the more efficient and up to date the payroll’s policies and procedures are.
  • Improve the percentage of automated or systemised processes – Automated or systemized processes maximize payroll process efficiencies. This KPI measures and tracks the number of systemized or automated methods in relation to the total number of payroll processes as a percentage. The higher this metric, the more efficient the payroll.
  • Reduce the percentage of payroll processes requiring paper forms – The percentage of payroll processes requiring paper forms KPI measures and tracks the number of paper-based payroll processes versus the number of electronic or automated processes as a percentage. Paper-based processes are less efficient. The lower this metric, the greater the payroll department’s efficiencies are.
  • Improve the direct reports’ capability achieved as a percentage – This KPI measures and tracks the payroll officer’s direct reports’ capabilities achieved versus their overall potential as a percentage. The higher this metric, the greater the payroll department’s efficiencies.
  • Improve the direct reports’ personal objectives achieved as a percentage – This KPI tracks and measures the payroll officer’s direct reports’ personal objectives achieved versus their planned personal goals within the same time frame as a percentage. The higher this metric, the more engaged the direct reports are, and the higher the payroll team’s efficiencies.
  • Improve the accuracy and proper management of payroll data – The accuracy and proper management of payroll data KPI is designed to track and monitor the payroll officer’s ability to manage the payroll data accurately. The higher this metric, the more effective the payroll officer’s job efficiencies, and the more successful the payroll team will be.
  • Improve the personal and team development plans and training – The personal and team development plans and training KPI measures the extent to which the payroll officer plans and implements both individual and team development training strategies. Group and individual training improve the payroll team’s overall ability to manage the monthly payroll run and its associated processes effectively.
  • Improve the feedback on outstanding items – Effective feedback is key to the optimal functioning of the payroll department. Giving effective feedback is a skill that requires skill, graceful execution, and practice. This KPI measures the payroll officer’s ability to provide useful feedback to management regarding outstanding items.

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Chief Admin Officer Objectives

The chief admin officer is in charge of the company’s day-to-day business operations and administrative activities. The chief admin officer objectives are designed to track and measure the officer’s core competencies to sustain and improve on these efficiencies.

  • Plan, implement and manage company’s strategy and planning – Because chief admin officers have a broad organizational perspective, they are in the perfect position to drive business strategy development and implementation. This KPI measures and tracks the officer’s ability to plan, implement and manage the company’s strategy and planning processes.
  • Determine KPIs for each department – The chief admin officer is in charge of the organization’s day-to-day operations and activities; thereby, being in the position to determine key performance objectives for each department that falls under his ambit. The KPI measures and tracks the chief admin officer’s ability to determine the best KPIs for each department.

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  • Determine KPIs for each of the departments’ managers – Part of the chief admin officer’s role is to determine key performance objectives for each of the departments’ managers. This KPI measures and track’s the officer’s ability to draw up realistic, meaningful KPIs that measure the true extent of each manager’s portfolio.
  • Develop and implement policies and procedures for departments and teams – This KPI measures and track’s the chief admin officer’s ability to develop and implement integral, meaningful policies and procedures for each of the departments and teams under his management. The more effective these policies and practices are, the higher the employees’ engagement and productivity.
  • Prepare budgets – The prepare budgets KPI tracks and measures the chief administrative officer’s ability to manage organization finances, from resource allocation to cost management. A significant responsibility of the chief admin officer is to predict short- and long-term cash requirements and then create budgets in coordination with department leaders and other executives.
  • Evaluate managers’ performance – This KPI measures and tracks the chief admin officer’s ability to evaluate the performance of the managers and supervisors who report directly to him. The more effective these evaluations, the greater the organizational efficiencies and higher the optimal functioning metrics.
  • Onboard new managers – The new managers’ onboarding is a crucial part of the chief admin officer’s role. Every new role an employee takes on requires on-the-job training. This KPI tracks the admin officer’s ability to onboard new managers efficiently. The more effective this process, the sooner managers can take on their full role.
  • Review reports and present findings – The review reports and present findings KPI measures and tracks the chief admin officer’s ability to review a report and present the report’s outcomes to senior management clearly and succinctly.
  • Make suggestions for improvement – Part of the chief admin officer’s role is to make suggestions for improvement across all of the departments that they oversee. This metric tracks and measures the admin officer’s ability to innovate to find creative solutions that improve the company’s business processes to improve employee engagement and productivity.
  • Encourage innovation – Innovation is a sought after skill in any company. The chief admin officer’s role is to encourage employees to think innovatively, to improve the employees’ ability to engage fully with their role and to increase their productive output. This KPI measures the admin officer’s ability to encourage innovation company-wide.
  • Providing input for business and strategic planning – One of the chief admin officer’s roles is to provide input during business and strategic planning activities. The admin officer has a broad overview of the entire organization and can make meaningful contributions. This KPI measure the extent to which the chief admin officer commits to this process.
  • Setting goals for departments and individual managers – The chief admin officer is responsible for the optimal functioning for all departments and departmental managers under his ambit. Part of this responsibility is to set team goals for every department and individual goals for the departments’ managers. This KPI measures the admin officers ability to draw up meaningful goals.

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Admin/Executive Assistant Objectives

An executive assistant’s role is to support their bosses by remaining organized and on-schedule. The Admin/Executive Assistant Objectives are designed to measure the executive assistant’s job role efficiencies. They also help determine whether the executive or administrative assistant meets their stated goals or not.

  • Meets all deadlines as indicated by executive – The executive assistant’s primary role is to support management by being organized, deadline-driven, and adhering to stated schedules. This KPI measures and tracks the extent to which the assistant meets all deadlines as indicated by the supervisor.
  • To develop training program to enhance employee’s effectiveness – The executive assistant will often have other admin assistants as direct reports. Part of this role is to develop training programs that enhance their direct reports’ to engage with their roles fully and to improve their productivity metrics. This KPI measures the executive assistant’s ability to develop effective training programs.

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  • Anticipates problems and recommends a range of solutions to the director – Not only must executive assistants keep their bosses on-schedule; they must also be able to anticipate challenges that might occur and recommend a range of solutions to solve the stated problems. This KPI measures the executive assistant’s ability to anticipates issues and recommends a range of solutions to management.
  • Anticipates staffing needs and develops an action plan to recruit a sufficient number of part-time staff to accommodate peak demand periods – Because the executive assistant is often responsible for several direct reports, part of this role includes the need to anticipate short-term staffing requirements and develop an action plan to recruit a sufficient number of part-time staff as required. This KPI measures the assistant’s ability to manage short-term staffing requirements.
  • Improve budget management and monitoring – The executive assistant must ensure that published budgets are monitored and managed effectively. This KPI measures and tracks the assistant’s ability to monitor and manage the executive manager’s budget successfully.
  • Handle all daily correspondence to appropriate personnel – This KPI tracks and measures how timely and accurately the executive assistant manages all daily correspondence to appropriate personnel. The administrative assistant must handle all daily communications, draft routine communications, accurately expedite urgent communications to the correct respondent.
  • Routes mail to appropriate party, retains copy for follow up, and closure – This KPI measures and tracks the executive assistant’s ability to route email and internal surface mail to the appropriate party and whether a copy is retained for follow up and closure.
  • Coordinates the Director’s schedule. Ensures ample time for meetings and other projects – Part of the administrative assistant’s role is to manage senior management’s diary efficiently. This KPI measures and tracks the extent to which the executive assistant coordinates the director’s or senior management’s schedule and ensures that there is ample time for meetings and other projects.
  • Responds to all inquiries and correspondence for the director – Part of the executive assistant’s role is to respond to all inquiries and correspondence on behalf of senior management or the director. This KPI measures and tracks the assistant’s ability to fulfil this role efficiently and productively.
  • Schedules meetings, conference calls, and student appointments for the Director. Confirms all appointments via email – This KPI measures the executive assistant’s ability to schedules meetings, conference calls, and student appointments for the director. The assistant must also confirm all appointments and meeting requests via email.
  • Maintains timetables and ensures all deadlines are met. Must be flexible and display initiative in working on new tasks – This KPI measures and tracks the executive assistant’s ability to maintain daily timetables and to ensure that all deadlines are met. Additionally, the assistant’s ability to remain flexible and display initiative in working on new tasks is also measured.
  • Administrative tasks are accomplished carefully and thoroughly, with appropriate questions asked when necessary to ensure that the job is done correctly – This KPI measures and tracks whether the executive assistant completes all administrative tasks carefully and thoroughly, including asking appropriate questions when necessary to ensure that the job is done correctly.
  • Demonstrates a working knowledge of university policies and procedures – A working knowledge of university policies and procedures is essential so that the executive assistant can assist the director with daily duties. This KPI tracks and measures the extent to which the administrative assistant demonstrates a working knowledge of university policies and procedures.

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Departmental Administrator Objectives

Departmental administrator objectives are defined as the set of result areas or key performance objectives that measure and track the departmental administrator’s job efficiencies. The higher these metrics, the more efficient the administrator, the greater the admin department’s output, and the more successful the admin department.

  • Meets all deadlines as indicated by a supervisor – This KPI tracks and measures the extent to which the departmental administrator meets all deadlines set by management. The greater this metric, the more efficient the administrator, and the more productive the admin department.
  • Maintains effective control of financial resources – The effective management of financial resources is key to the success of the admin department. This KPI measures and tracks the departmental administrator’s ability to manage and control the department’s financial resources.

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  • Develops accurate, realistic, timely, and fiscally sound budgets – Fiscally sound budgeting is a core administrative function that every team leader or manager must master. This KPI measures and tracks the extent to which the departmental administrator produces accurate, realistic, timely, and fiscally sound budgets.
  • Monitors the monthly budget status reports to ensure a balanced budget position – This KPI tracks and measures the departmental administrator’s ability to manage the monthly budget via the monthly budget status reporting tools. The primary aim of this function is to ensure that the budget remains balanced throughout the month.
  • Submits completed reports with sufficient lead-time for extensive review at all levels – A core management function is to submit completed reports for extensive review at all levels ahead of the deadline. This KPI measures and tracks the departmental administrator’s ability to submit comprehensive reports on all department functions with enough lead-time to ensure that the review process is complete.
  • Ensures facilities are well maintained, clean, and comfortable. Serves as primary contact for the facility – One of the departmental administrator’s roles is to ensure that the company facilities are well-maintained, clean, and comfortable. Additionally, the administrator serves as the primary contact for the facility. This KPI tracks and measures the departmental administrator’s ability to succeed in this role.
  • Identifies and reports facilities problems promptly – This KPI is designed to track and measure the extent to which the departmental administrator identifies and reports problems with the facilities promptly.
  • Contributes to short- and long-range planning for the department – This KPI tracks and measures the extent to which the departmental administrator contributes to short- and long-range planning for the department. The greater the planning contributions, the higher the department’s productivity metrics, and the greater the output and success.
  • Prepares final annual goals document under the direction of the director – This KPI measures how well the departmental administrator is able to prepare the document containing the annual goals under the direction of the company director.
  • Keeps the director informed and adequately prepared for budget presentations – This KPI measures and tracks how well the departmental administrator keeps the company director informed and how well the administrator is adequately prepared for budget presentations.

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Administration KPIs are a remarkably useful mechanism that are designed for use to measure administration department efficiencies. These KPIs are appropriate for the measurement of the performance of every job role in the admin department, including administrative managers, administrative assistants, front-of-house receptionists, and other professionals involved in the day-to-administration of the business organization.

The administration department plays a central role in the organization’s optimal functioning, from front-of-house functions to desktop and graphic design functions, managing office supplies, and creating user guides to new technologies, both hardware, and software.

Consequently, essential Key Performance areas include the optimal functioning of office space and equipment, answering phones, completing ad-hoc administrative tasks, maintaining the CEO’s diary and scheduling appointments, and assisting with budget preparations.

The measurement of administration department Key Performance Indicators (KPIs) fulfils the following functions ensuring that the department functions optimally at all stages of the business’s life cycle.

  • It is an essential tool in the organization’s ability to determine its ability to function as a cohesive unit that consistently meets its stated aims and goals.
  • The effective measurement of administration department key efficiencies provides the management with key information that shows gaps in employees’ skill sets and abilities to perform their primary roles and functions to the best of their individual abilities.
  • Continuous KPI tracking is a critical tool to implement in that it allows the Office Administrator to identify negative business practices and to correct these trends before they cripple the organization.
  • Continuous KPI measurement and tracking ensure that the company’s business objectives are kept front and center of all decision-making processes. The fundamental aim of this process is to make sure that the company’s overarching business goals are foremost in all employees as well as management’s minds.

The successful implementation of Administration KPIs driven by continuous measuring and tracking of key performance area successes and challenges is essential to effectively manage and control thriving departmental and company-wide efficiencies.

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  • Use on all smart devices
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A guided rollout is included with all our plans. Simply send us your job descriptions and we will set up your evaluations.
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