Office Administrator Resume Examples in 2023

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Jobs for office administrators and administrative assistants are projected to decline by 7% between 2020 and 2030, according to the Bureau of Labor Statistics. However, experts estimate approximately 324,000 openings in the field each year as a result of the need to replace employees who switch occupations or retire.

Although a great deal of office administrator positions will continue to open up yearly, applicants should be prepared to catch and keep an employer’s attention at every stage of the hiring process. To do so, job seekers need to develop an outstanding resume.

Here, we’ve provided you with all the tools you need to construct a competitive officer administrator resume, including downloadable resume examples and expert tips on how to improve your resume.

Downloadable Resume Examples

Entry-level
Office-Administrator_No-Exp.pdf

Example #1 Entry-level

Mid-career
Office-Administrator_5-10-Years.pdf

Example #2 Mid-career

Senior-level
Office-Administrator_10-Years.pdf

Example #3 Senior-level

Office Administrator Resume Examples

Years of Experience
  • Entry-level 0
  • Mid-career Mid-career
  • Senior-level 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 | [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

Common Key Skills and Action Verbs for Office Administrator Resumes

Many employers, including 99% of Fortune 500 companies, use Applicant Tracking Systems (ATS) to help narrow the more than 250 resumes they receive on average for each position. Employers use an ATS to collect, organize, and rate resumes depending on the keywords they contain. Unfortunately for job candidates, using an ATS filters out 75% of applications, which greatly lowers the average applicant’s chances of having their resume ever seen by a human.

To make sure your resume advances to a human, beyond the ATS, we’ve compiled a list of the most common skills and action verbs found in office administrator job descriptions. For your best chance of getting your resume in front of an actual person, incorporate the following keywords in your resume to move past the ATS stage of candidate screening.

Key Skills & Proficiencies
Active Listening Bookkeeping
Business Accounting Business Writing
Communication Customer Service
Flexibility Filing
Keyboarding Leadership
Organization Microsoft Office Suite
Planning and Scheduling Problem Solving
QuickBooks Research
Time Management
Action Verbs
Accept Assist
Budget Coordinate
Collaborate Create
Decide Develop
Establish Improve
Manage Maintain
Oversee Report
Represent Respond
Solve

Tips for writing a better office administrator resume

Quantify your office administration experience

When you give specific numbers and results, hiring managers can better grasp the scope of your skills and experience. Within each bullet point of your Experience section, see if you can include answers to the questions “How much?” or “How many?” For instance:

How much did you improve the company’s client retention rate?
How many employees did you oversee?
How much money did your ideas save your employer?

Examples:

Supervised up to 20 office staff at a time and trained 14 new hires

Drove several productivity initiatives, saving the company 600 work hours or $10K

Divide duties and achievements

Whenever your job description includes specific numbers or percentages, consider setting those points off from the other information. You can do so by formatting the points differently, or by using a subheading such as “Highlights” or “Key Achievements”. This structure helps draw the reader’s eye to the ways you’ve made a tangible, positive impact on your employers.

Example:

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

How to Align Your Resume With the Job Description

Employers who are seeking office administrators comb through hundreds of resumes looking for candidates who best fit the company’s needs. One way to make certain you capture the hiring manager’s interest is to highlight the experience and skills in your resume that reflect those featured in the job description.

Follow the steps below to help you determine which words will be most effective at grabbing a prospective manager’s attention:

  • Review the job description and create a list of essential skills based on the qualifications the hiring manager described in the job posting. Highlight or underline strengths, experience, or achievements the job posting mentions more than once, as this often indicates that the employer considers them some of the most important.
  • Compare your resume to the keyword list you recorded in Step One. Does your resume include all the words on your keyword list? One helpful technique you can employ during this step is to cross off the words on your keyword list that you see you’ve already used as you go through the document.
  • Once you know what keywords you have or haven’t included, add the words from your list that aren’t yet in your resume. Then, try to integrate these missing keywords into sentences that include achievements.

If you’re still having trouble deciding which words to emphasize, use the example below as a guide and practice exercise for this process.

Example of Office Administrator Job Description


Element Building Design is searching for a self-motivated and flexible office administrator who excels at a full range of administrative support. Your role in our fast-paced office will include but not be limited to welcoming guests, handling supply inventory, bookkeeping, and coordinating meetings and events, and providing general office support.

Responsibilities

  • Organize office operations and procedures, handle correspondence, establish filing systems, review supply requisitions, and supervise clerical duties.
  • Perform bookkeeping duties, including invoicing, budget tracking, handling accounts payable ledger, and entering payroll checks.
  • Promote outstanding job performance for office employees by training, advising, and disciplining employees, as well as planning, tracking, and assessing results.
  • Meets financial goals by preparing the annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.
  • Schedule and assign personnel.

Qualifications

  • High school diploma or equivalent
  • Associate or Bachelor’s preferred
  • Proficiency in Quickbooks
  • Excellent typing skills; rate of 60 words per minute or higher required.
  • 1-2 years as an office administrator
  • Intermediate to advanced skills in Microsoft Office Word, Excel, Outlook, and Access.
  • History scheduling and assigning personnel.

According to the job description, the ideal job candidate has the following experience/personal traits:

  • Experience with Quickbooks and bookkeeping
  • Excel at a range of office supports
  • Flexible mindset
  • Train and supervise other office staff
  • Strong typing skills
  • Expert or advanced skills in Microsoft Office

After identifying the keywords in the job description, we need to double-check that they’re all included in our resume, as seen below. Keep in mind, it’s alright if you don’t have all the experiences communicated in the job requirements. That’s common. Businesses today prefer honest candidates over those who lie about work history. Review the example below to see how the highlighted keywords were incorporated into the applicant’s resume.

Office Administrator Work Experience Example


Office Administrator

Evans Delivery Company, Jersey City, NJ, November 2019–Present

  • Demonstrated flexibility with consistent willingness to meet the needs at hand and provide a variety of exemplary office supports, regardless of personnel preference
  • Improved office productivity by training staff in innovative new procedures and supervising their implementation.
  • Used Microsoft Office Word and my 95 words per minute typing speed to improve executive correspondence by using track changes to proof and edit, which helped improve their credibility
  • Managed company’s bookkeeping using Quickbooks.