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.
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.
Assistant Office Manager Job Responsibilities
The job responsibilities section of your assistant office manager job description is your chance to really sell the job. In this section, you list the essential job duties and tasks required. Applicants read the assistant office manager job responsibilities to get an idea of whether they would enjoy doing the job. So, you must present the duties in an easy-to-read list, stressing the most important tasks the job entails.
While this should be the meatiest section of your assistant office manager job description, having a laundry list of duties may scare away even the most interested candidate. It is simply too overwhelming. Stick with only essential tasks. Use action verbs to present each entry in a dynamic way. This adds interest and encourages more concise writing. Keep this section as precise as possible while providing adequate information to give a complete picture of the daily functions of an assistant office manager.
Here is what this job responsibilities list might look like:
- Plans the office space, including choosing equipment and supplies
- Manages team of office employees, including hiring, training, scheduling and firing
- Maintains the office filing system and records
- Creates job descriptions for each employee and manages employee handbook
- Coordinates activities for special projects between departments
Assistant Office Manager Job Specifications
You may easily overlook the job qualifications and skills section of your assistant office manager job description, thinking it is not as important as other sections. However, this is a mistake. This section is what allows you to attract the best candidates, because it outlines your expectations. It tells applicants what skills, experience and education they need to have to qualify for this job.
Only through ensuring this section of your assistant office manager job description is clear and concise can you effectively attract those candidates who are a good fit for the assistant office manager position. When writing this section, keep it focused on essential assistant office manager job specifications and note if something is just preferred versus being required. Be specific and include details, but avoid becoming too wordy. If written properly, you will avoid getting resumes from those who are not a good fit for the position, which can save you a lot of time.
The following is an example of a job qualification and skills section that might be found in a job description for an assistant office manager:
- High school diploma or equivalent
- Five years of experience in an office setting
- Expertise with Microsoft Office Suite
- Experience managing others