As an office administrator, you're the glue that holds everyone together. Whether it's making sure that the supply cabinet is well-stocked, planning office events or ordering new equipment, you make sure everyone can do their jobs efficiently. To land this key position, you'll need an office administrator resume that shows off your organization skills, attention to detail and even leadership qualities.
Resume.io is here to help. With 300+ resume examples designed for job seekers at every stage of their careers, we provide the tools and resources to make your application shine. This guide, along with our office administrator resume example, will show you how to:
- Choose the best format for an office administrator resume sample
- Create a summary section that highlights your strengths
- Use action verbs and numbers to quantify your achievements
- Build a strong layout that catches the hiring manager's attention
What does an office administrator do?
Office administrators perform a variety of administrative tasks, such as answering phone calls, organizing office files and records, and managing and updating calendars. Office administrators can work in many different industries where basic office duties need tending to.
Office administrators should have both basic and advanced office skills allowing them to handle everyday administrative tasks as well as more complex duties. They typically need to possess a basic understanding of office equipment, which allows them to do things like make copies, scan reports, and operate mail room machines.
Office administrators should possess excellent organizational skills and strong customer service skills. An ideal candidate holds a high school diploma or equivalent diploma and has some experience in an administrative setting. Office administrators often work with other administrative professionals including office secretaries, receptionists and office assistants.
More than 3.5 million people were employed as office administrators and secretaries in 2019, according to data from the Bureau of Labor Statistics. The industry is expected to see major shifts as automated services and software replaces some of the need for office administrators.
How to write an office administrator resume
A great resume sample for an office administrator should contain many of the common sections found on other resumes, including:
- The resume header
- The resume summary (aka profile or personal statement)
- The employment history section
- The resume skills section
- The education section
These sections ensure that you've included all the most relevant details about your experience and that a hiring manager can find the specific information that they are looking for. An office administrator resume sample should showcase a variety of qualities necessary to properly handle basic office duties. Office administrators should be adept in computer correspondence, scheduling, and handling payments in some cases. It is important that office administrators highlight their administrative strengths, as well as their ability to learn new processes quickly. The ideal candidate works well independently as well as in a team. A winning office administrator resume should highlight one’s ability to provide excellent customer service and work well with time constraints.
These resume sections help the hiring manager quickly browse your experience, but they also serve another key role: helping you to pass Applicant Tracking Systems or ATS. These algorithms are built into many of today's commonly used online application systems and scan resume samples for relevant keywords. Only the top ranking applicants are passed to the hiring manager for review. Luckily, there are a few ways to avoid being filtered out:
- Read the job description closely and note any "keywords" – duties, skills or traits that are emphasized by the hiring manager.
- Place these keywords using the exact language from the job description into the right resume sections.
- Use common section titles like "Education" or "Skills" so that the ATS knows where to look for information.
Choosing the best resume format for office administrators
If you've worked in administrative positions before, your best bet is the reverse chronological resume format. This structure centers on an employment history section that contains the details of your previous roles. Reverse chronological is the format hiring managers are expecting to see, so it can go a long way in helping you present yourself as a professional applicant.
If you have no previous experience as an office administrator, you may consider a functional resume format. Here, your resume sample begins with an "Experience" or "Skills" section in which you list your biggest attributes without having to organize them under a specific position. Since this format can come across as inexperienced, if you do have any relevant experience you may choose a combination format which brings together elements of the functional and reverse chronological structures.
Resume summary example
The resume summary is the friendly greeting that welcomes a hiring manager into the rest of your skills and experience. In these 3-5 sentences, you should aim to highlight your biggest accomplishments and attributes. If you possess any relevant education or specialized industry knowledge, this is a great place to mention it. Remember to use as many powerful action verbs and job specific information as you can. Office administrators play a large role in making sure office procedures run smoothly. Highlighting your key attributes that effectively showcase your qualifications and accomplishments for this job is crucial.
Here you'll find a model summary from our office administrator resume example.
Highly dynamic Office Administrator adept in providing administrative support to office staff to ensure optimal productivity and efficiency. Demonstrating a proven ability to manage multiple priorities in a deadline driven environment, while remaining attune to the ways in which I can be of service.
Employment history sample
If using the reverse chronological format, your employment history will be at the core of your resume sample. Here, you'll want to list all positions relevant to the work of an office administrator, or positions that have transferable duties and/or required skills necessary for an office administrator position. First, write out the job title, employer name, location and dates worked. Beneath, you can create 4-5 bullet points that showcase your skills and duties. Whenever possible, include numbers that quantify your impact on the office efficiency. The goal is to help a hiring manager imagine you in the office, handling the biggest needs with ease. Remember to use powerful action verbs and mention job specific accomplishments that prove you are an excellent candidate.
Check out the employment history section from our office administrator resume example below.
Office Administrator at Kleinfelds, New York
March 2018 - Present
- Responsible for overseeing all administrative processes, including new and existing client filing systems and the creation of the master schedule.
- Manage the reception area and staff to achieve effective communication both internally and externally.
- Assist staff with any clerical or administrative tasks and offer suggestions to streamline and improve processes.
- Prepare routine correspondence, office forms and/or other business related documents.
- Perform office supply inventory and replenishment services as needed.
- Arrange meetings and conferences, maintain calendars and make travel reservations.
- Assist with the scheduling of employee training.
Office Administrator at Highview Properties, New York
June 2014 - February 2018
- Successfully oversaw the organization and efficiency of daily office operations.
- Served as a liaison between internal departments as well as for external partners.
- Provided all office guests with a hospitable experience.
- Helped to manage a staff of 25 employees.
- Created schedules, organized meetings, and handled multi-level office tasks with promptness and accuracy.
Office administrator resume education example
While office administrator's aren't always required to have formal education, any degrees or relevant certifications you can list in this section will help show the hiring manager your qualifications and interest in the field. List your degree name, school, location and dates attended. If you are still a student, you can also include an anticipated graduation date. List all degrees and certifications here. Any honors or distinctions should be noted as well If you hold a degree higher than a bachelor degree, you may leave out your High School.
The education section from our resume example can be used when formatting your own.
Bchelor of Science in Business Administration, Iona College, New Rochelle
September 2010 - May 2014
Some recent graduates look for office administrator positions as a way to enter a company in their desired field. If you have an interest or educational background in the company's area of expertise, it's a good idea to briefly mention it in the education section.
CV skills example
Your skills are a crucial part of your job as an office administrator, so it's worth highlighting them prominently on your CV. Since this section generally takes bullet-point format, you'll want to include skills that can be summarized in a word or two. Don't forget to include a good mix of soft skills (personality traits and intrinsic attributes) and hard skills (technical knowledge or terminology related specifically to the position.) Check the job description once more to be sure that you've included the skills the employer is most interested in on your CV. In order to be considered a strong candidate you must present yourself as a hardworking and highly organized.
See the skills section from our resume example below.
- Administrative Skills
- Staff Coordination Skills
- Project Management Skills
- Multitasking Skills
- Clerical Skills
- Complex Problem Solving
- Business Development Strategies
Resume layout and design
A great resume sample is just as much about the writing as it is about strong layout and design. Since office administrators occupy a key outward-facing role in the company, your resume should exude professionalism and attention to detail from the top to the very bottom. To start, create a header that highlights your name, contact information and any relevant social media profiles. Make sure to adjust the style of your header to the tone of the company. You probably wouldn't want to use the same resume layout for a job as an office administrator at a record label and a major financial institution. Being able to get a sense of the company branding and incorporate it into your design helps prove that you're a great fit for the position.
Creating multiple layouts from scratch can be time consuming, but you can get a head start by using a resume template to make things easier. Choose your design and add in your information inside of our resume builder.
- Use a professional email address in your header as this is one of the big things hiring managers look for.
- Type with 11 or 12 point font to keep your resume easy to read.
- Include a good balance of white space to text to avoid visual fatigue.
- Create a resume longer than one page.
- Use more than two font styles on your resume.
- Submit your resume without proofreading it for spelling and grammar mistakes.
- A resume sample is key to land a position as an office administrator, a highly competitive field.
- Reverse chronological is the best format since it allows you to showcase your previous administrative experience.
- Remember to use action verbs and numbers to quantify your impact in the office.
- Include a mix of hard and soft skills based on the employer's needs in the job description
- A great layout will help you convey professionalism and increase your credibility.