Good candidates know what they are looking for in a job description, and a poorly worded, vague job posting isn’t it. If you are trying to hire a new assistant office manager, a well-written, complete and sufficiently detailed job description is more important than you may think. You need to choose the right title and word the job summary, job duties and qualifications in such a way that your ideal candidates are immediately attracted to the position. If you do not take this approach, you may end up getting loads of unqualified candidates or candidates who don’t truly understand the job. In worst case scenarios, you could end up hiring someone who is not a good fit for your company because your job description did not paint a correct picture of the position and company culture. To guide you in creating a top-notch, persuasive and accurate job description, here is an assistant office manager job description sample that you can use to help come up with the right structure and the right ways to word the job you are advertising. You will need to tweak this sample to make it fit your company, but a template is a great place to start.
Assistant Office Manager Job Summary
The right person for this assistant office manager position will be organized, meticulous, good with numbers and will thrive on constant change and human interactions. As assistant office manager, you will help manage the operational side of the company by working with budgets, and managing building and facility issues. You will also manage equipment and will also be responsible for a variety of projects that may come up in the course of your job.
Assistant Office Manager Job Responsibilities and Duties
- Prepare budgets for your department and manage purchasing and expenditures
- Maintain a sufficient inventory of various supplies and order new equipment as needed
- Resolve issues with the building and facilities, such as needed maintenance or emergency repairs
- Carry out regular checks of inventory and building/office condition to identify any areas where improvement is needed
- Carry out a number of special projects including planning, implementing, tracking metrics and fully reporting on the results of the projects
- Support superiors with office related matters and manage direct reports
- Take full responsibility for all projects initiated
- Stay current on industry best practices and take proactive steps to increase personal knowledge.
Assistant Office Manager Job Skills and Qualifications
- Experience managing budgets or working with numbers is a must
- Experience ordering and maintaining supplies is a plus
- Outstanding communication skills, both in written and verbal communication
- Leadership skills, including the ability to delegate, supervise and see tasks through from start to finish
- Project management experience, especially of projects involving complex problems and multiple competing interests and factors, is essential
OfficeAll is a niche office supplies company providing a variety of products fabricated from suppliers who emphasize exemplary factory conditions and fair employment practices. Our goal is to make every customer and their employees love working in their office. We are a productive, positive, forward-thinking group of professionals who love our jobs and our co-workers. At OfficeAll, when we’re at the office, we’re home.
What to Include in Your Assistant Office Manager Job Description
A good job description has two main elements. First, it is complete and thorough, containing all instructions needed for people to easily apply. Second, it is a work of art and can accurately express what it is like to work for your business. This might even include talking about some of the harder parts of the job. The people that are truly right for your company will identify with the ideal candidate described in the ad and they won’t be turned away by a description of a challenging job. To help nail both of those elements, here are four areas to remember to include in your assistant office manager job description.
• A Comprehensive Title and Description – Sometimes people may run across your ad as they are scrolling through a list of search results, which means the right job title is very important. Create a title that candidates will immediately recognize as something they are interested in. Once you have piqued interest with a good title, you need to make sure the description of the job is just as good. Write this section with the goal of letting candidates understand what an average day would be like. Don’t bother including every banal detail, but do focus on the important things.
• Company Culture – Employees who identify with their company culture are often happier and stay longer with a company. Describe the benefits of working at your organization and what people love about the culture. The right candidate should immediately be able to imagine themselves working at your company.
• Skills and Education Needed – Separate out required qualifications and optional qualifications so your applicants understand if they have a shot at the job and if they should spend time applying.
• Major Duties and Responsibilities – Explain key areas of the job using bullet points for readability.
• Job-Specific Keywords – Many people may find your job on a job site through a search function. Because of this, you need to use the right language and keywords that your ideal candidates will use and understand. The more your keywords match up with what people are searching for, the better chance you have of receiving resumes from qualified individuals in response to your job description.
Making better hires starts with building better job descriptions
• Browse 100s of templates across 40+ industries
• Customize your template with your company info & job requirements
• Post it to 20+ job boards in seconds – for FREE!
Get a professional, candidate-centric job description quickly & easily with MightyRecruiter
Writing Your Assistant Office Manager Job Description: Do’s and Don’ts
There is a lot of skill that goes in to creating the perfect job descriptions. Because of that, here are some
Quick, easy to remembers pointers to help you start writing better job descriptions.
• Do write the description with the needs and wants of your audience in mind.
• Don’t be vague about the assistant office manager job duties. This will confuse candidates and lengthen the time it takes you to find the right fit for a position.
• Do include a competitive salary that won’t turn people away.
• Don’t use buzzwords or write empty, bland copy.
• Do tell your candidates if you want to receive a cover letter, samples, etc.
• Don’t forget to mention your policy on out-of-state candidates and relocation.
These tips should help you and your team attract those rock star candidates with a great assistant office manager job description.
Writing a Job Description Best Practices
- Need more information about how to create the perfect job description in addition to this Assistant Office Manager? Here are some more tips to guide you.
- Do tell it like it is. Paint a realistic picture of the job, and you will get candidate who are serious about the position and qualified to do the work.
- Don’t forget to include lots of details about the exact duties an assistant office manager will be doing.
- Do set hard requirements. If your assistant office manager absolutely must have a Bachelor’s degree or a specific certification, state this clearly. This way, you won’t waste your time or any candidate’s time.
- Don’t forget to mention if a job includes mandatory travel. If this is the case tell employees how much and how far they can expect to travel while carrying out their duties.
- Do include details about salary and benefits if your company policy allows it. This is another way to attract candidates.
- Don’t forget the importance of company culture and the words you use when describing it.
Make sure to check the job posting you create against these tips.