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
Office Administrator
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
Office Administrator
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
Highlights:
- 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.
Education
Template:
[Degree Name]
[School Name], [City, State Abbreviation] – [Graduation Month and Year]
Example:
Bachelor of Science in Business Administration – Office Operations
Bowie State University, Bowie, MD – May 2018
Certifications
Template:
[Certification Name], [Awarding Organization], [Completion Year]
Example:
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 | |
|---|---|
| Accounting | Appointment scheduling |
| Attention to detail | Bookkeeping |
| Calendar management | Client relations |
| Communication | Cross-functional collaboration |
| Customer service | Database management |
| Data entry | G Suite |
| Inventory management | Microsoft Office Suite |
| Multiline phone systems | Office administration |
| Office management | Operations management |
| Process improvement | Project management |
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
Years of Experience
- 0
- Mid-career
- Senior-level
Julie Hanson
(123) 456-7890 | [email protected] | 4242 Bell Street, Houston, TX 77004
Profile
Office Administrator with advanced skill 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.
Work Experience
Office Administrator, Caliber Collision, Houston, TX | June 2021 to 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
Highlights:
- 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
Bookkeeping Intern, The Chocolate Bar, Houston, TX | May 2019 to August 2019
- Helped migrate company’s books from paper and pen to Quickbooks
- Consistently completed projects ahead of deadline while maintaining high accuracy
- Prepared sales and commission reports in Microsoft Excel
Education
Associate of Arts in Modern Languages, Lone Star College, Houston, TX | 2021
Key Skills
- Bookkeeping
- Customer Relations
- Data Gathering & Entry
- Google Suite
- Microsoft Office Suite
- QuickBooks
- Xero
Kenzie Allen
(123) 456-7891 | macke[email protected] | 8274 Sparrow Circle, Annapolis, MD 21401
Profile
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.
Professional Experience
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
Education
Bachelor of Science in Business Administration – Office Operations, Bowie State University, Bowie, MD
Key Skills
- Adobe Illustrator
- Data Entry
- Editing & Proofreading
- Enterprise Resource Planning
- Microsoft Office Suite
Certifications
Certified Records Manager, Institute of Certified Records Managers
Esme Jones
(123) 456-7891 | [email protected] | 437 Normandy Lane, New Orleans, LA 70115
Profile
Hardworking Office Administrator and Certified Administrative Professional with 10+ years of experience. Saved employers up to $60K annually by introducing more efficient processes and smart accounting practices.
Professional Experience
Office Administrator, Jefferson Oil & Fuel, Harvey, LA | November 2013 to 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 401k systems
Highlights:
- Nominated for prestigious “Above The Call” Admin Award for exceptional customer service to both internal personnel and visitors
- Discovered an overlooked tax deduction that saved the company $20K
Office Administrator, Ninja Concrete Coatings, Saint Rose, LA | July 2009 to May 2013
- Handled daily administrative duties for this fast-paced manufacturer
- Maintained vendor paperwork, opened purchase orders, and paid invoices
- Prepared various budget reports
- Scheduled executives’ meetings with prospective clients and staff members
Highlight:
- Streamlined several office processes, saving ~350 work hours annually
Education
Graduate, Emerson High School, Baton Rouge, LA | 2009
Key Skills
- Business Travel Coordination
- Client Relations
- Complex Problem-Solving
- Copy Machine Repair
- Inventory Management
- Microsoft Teams
- QuickBooks
- Time Management
- Typing (95 WPM)
Certifications
Certified Administrative Professional, International Association of Administrative Professionals | 2015
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:
| Action Verbs | |
|---|---|
| Conducted | Documented |
| Executed | Facilitated |
| Maintained | Organized |
| Planned | Prepared |
| Prioritized | Processed |
| Reconciled | Resolved |
| Reviewed | Scheduled |
| Supervised | Trained |
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.
Expert advice: include a cover letter with your resume
The final piece of your application, a cover letter, should be sent along with your resume. A good cover letter explains why you want the job — keeping the focus on the value you provide, not what it will do for your career. It provides more context on some key career accomplishments. To help you get started, check out these examples for office managers and administrative assistants.
