How To Write an Office Administrator Resume
To write a compelling office administrator resume, you must craft an accomplishment-driven document highlighting your ability to manage daily operations and administrative functions effectively. Showcase your experience liaising between clients, managers, and cross-functional teams. Transform mundane job responsibilities into achievements by focusing on the value you bring to your organizations. This guide provides expert tips and insights to build an eye-catching resume and land your next job interview.
1. Write a compelling profile summarizing your qualifications
The profile section sums up your experience so a hiring manager can immediately see you fit the position. If you’re unsure what to include, look at the job description. It may specify must-have skills, such as being an excellent typist, proficient in certain software, or having bookkeeping experience. Add any of these that are relevant to the profile. You can also include a specific achievement or career highlight, such as implementing an office process that led to reduced customer wait times.
Senior-Level Profile Example
Hardworking office administrator and certified administrative professional with over 10 years of experience. Saved employers up to $60,000 annually by introducing more efficient processes and smart accounting practices.
Entry-Level Profile Example
Office administrator with advanced skills in bookkeeping, data gathering, typing (80 WPM), and Microsoft Office functions. Continually find new ways to raise service quality and streamline office procedures. Bilingual: fluent in English and Spanish.
2. Add a results-driven professional experience section
Office administrators are integral to an organization’s overall success and operation, and the professional experience section is where you can communicate your value to a prospective employer. Use strong action verbs for each bullet and work in as many keywords as possible. Incorporate key achievements featuring hard numbers, metrics, and monetary figures.
For example, if you successfully reduced inventory costs for office supplies by transitioning to a new vendor, include this number in your bullet point. If you improved workflows to expedite client correspondence, highlight the impact on client retention or operational efficiency. If you interfaced with high-value accounts, include a monetary figure to establish a sense of scope for the hiring manager.
Senior-Level Professional Experience Example
Jefferson Oil & Fuel, Harvey, LA | November 2013 – present
- Proofread and edit materials for the executive team using Microsoft Word track changes
- Operate office equipment such as phones, scanners, fax machines, and copiers, and complete or arrange repairs as needed
- Prepare supply, printing, and other service requisitions
- Enroll new staff members in company’s payroll, health insurance, and 401(k) systems
Entry-Level Professional Experience Example
Caliber Collision, Houston, TX | June 2021 – present
- Perform bookkeeping for busy car repair office
- Post information to accounting software and QuickBooks Online
- Regularly reconcile accounts
- Courteously greet visitors and answer phone inquiries
- Reviewed and responded to client messages 30% faster than predecessor, leading to 20% improvement in client retention
- Reduced file retrieval time 25% by establishing a more user-friendly new electronic filing system
3. Include relevant education and certifications
Your resume should always include a section listing your education and other relevant credentials, such as certifications. Many certifications are relevant to the office administrator job, so whether you’re a certified records manager, certified business office manager, or certified administrative professional, make sure it’s listed prominently. If you don’t have certifications, that’s okay — and even expected for an entry-level position. But be sure to note your highest level of education and when and where you graduated from anyway.
- [Degree Name]
- [School Name], [City, State Abbreviation] – [Graduation Month and Year]
- Bachelor of Science in Business Administration – Office Operations
- Bowie State University, Bowie, MD – May 2018
- [Certification Name], [Awarding Organization], [Completion Year]
- Certified Records Manager, Institute of Certified Records Managers, 2019
4. List relevant key skills and proficiencies
Office administrators need technological proficiency, exceptional customer service, and knowledge of office policies and procedures. Fitting all of this into your work history can be difficult, but a key skills list allows you to show what you excel at. A bulleted list is also easier for a hiring manager to skim. If the list gets too long, consider separating it into two: one for professional skills and one for technical skills. Here are some ideas on what to include:
|Key Skills and Proficiencies
|Attention to detail
|Microsoft Office Suite
|Multiline phone systems
How To Pick the Best Office Administrator Resume Template
Your resume is the first glimpse a hiring manager gets of your ability to create professional documents, so be selective when choosing your template. An office administrator resume template should look professional, with black font on a white background and an easily readable font. Stick to basic text formatting like bullets, bold, and italics to emphasize certain sections. Pay close attention to the overall organization and format of the template to ensure it has all the sections you want to include.
Office Administrator Text-Only Resume Templates and Examples
(123) 456-7891 | [email protected] | 8274 Sparrow Circle, Annapolis, MD 21401
Award-winning Office Administrator with 5+ years of experience. Natural mediator, known as the go-to problem solver of any office. Skilled at planning large events and training new hires. Expert in Microsoft Office Suite.
Office Administrator, Johns Hopkins Applied Physics Laboratory, Laurel, MD | August 2018 to Present
- Provide monthly professional development training for office staff using Microsoft PowerPoint and Zoom during WFH conditions
- Support other staff by serving as a designated mediator in event of conflict
- Trained and mentored 12 new hires
- Formally recognized by senior leadership 4 times for positive mindset and high productivity
Office Administrator, Chesapeake Irrigation & Lighting, Millersville, MD | August 2017 to July 2018
- Greeted and directed customers to the appropriate location
- Helped organize fundraising events by providing logistical input and overseeing creation of marketing materials
- Provided reliable assistance to 20 staff members
- Coordinated both on- and off-site employee events for up to 750 employees
Bachelor of Science in Business Administration – Office Operations, Bowie State University, Bowie, MD
- Adobe Illustrator
- Data Entry
- Editing & Proofreading
- Enterprise Resource Planning
- Microsoft Office Suite
Certified Records Manager, Institute of Certified Records Managers
Meet our Expert: Mina is a professional and administrative recruiter with over nine years of experience in the complex world of talent acquisition, where she guides both professionals from all walks of life seeking their path in the workforce and organizations striving to assemble exceptional teams.
1. What are the most in-demand skills for office administrators that should be featured on a candidate’s resume?-
- Strong internal and external customer service skills in communicating with various stakeholders
- Proficient in various technical software, any accounting software could be a plus (QuickBooks, etc.)
- Ability to manage a small team
2. What work experience and other accomplishments are hiring managers looking for in an office administrator?-
- Monitoring and maintaining project schedules; proactively identifying and resolving problems, tracking the status of schedules, and updating and making adjustments in a timely and accurately
- HR experience: Interviewing, hiring, new hire onboarding, orienting new employees. Manage certain aspects of HR, including payroll, benefits, enrollment, 401k, etc.
- General accounting experience: A/P, A/R, Purchase order and invoicing experience
3. What else in addition to a resume should an office administrator candidate be prepared to provide hiring managers?-
Office administrator candidates should be prepared to take a company-based personality or cognitive assessment (DiSC, Predictive Index, Strengthsfinder etc.) They should also be prepared to take technical-based (Word, Excel, Outlook, etc.) or data entry assessments (typically assessing their speed and accuracy).
4. What advice would you give an office administrator candidate about their job search?-
Office administrators should gear their resume to highlight the technical, human, and conceptual skills that they are not only able to hone and clearly display their people and project management skills on their resume but also able to come to the table with their business hat on and speak into their knowledge and understanding of the overall operational functions and how it all ties in together.
Frequently Asked Questions: Office Administrator Resume Examples and Advice
What are common action verbs for office administrator resumes?-
It can be challenging to come up with unique verbs for your job duties without repeating yourself, and this is especially true for those with extensive work histories or are applying for higher-level positions. If you’re having trouble deciding which words to use or feel your options are bland, we’ve provided a list below of common action verbs you can use in an office administrator resume:
How do you align your resume with a job description?-
With fewer openings, on average, in office and administrative support expected through 2031, ensuring your resume is targeted to each job you’re applying for is more important than ever. Analyze the job posting and focus on any qualifications or skills listed as must-haves or important. Ensure these are in your resume in a prominent location near the top. Include keywords, such as specific software programs or management experience, to further align your resume with the job description.
For example, if a company seeks an office administrator to interface directly with clients, emphasize your background in managing appointments and correspondence to drive client retention. If an organization is seeking a candidate with a knowledge of customer relationship management (CRM) tools, highlight your proficiency in Salesforce. Tailoring your resume to the job description will maximize your odds of landing the interview and advancing your career.
What is the best office administrator resume format?-
The best format for your resume depends on your level of experience and what the position requires, but in general, a combination or reverse chronological resume works well. A reverse chronological resume is suitable for those with long work histories in office administration. At the same time, a combination style emphasizes your qualifications and can be especially suitable for those with transferable skills. It can be helpful to have a combination and reverse chronological resume to use the one that works best for each position.
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