With the influx of highly educated job seekers in the market, having proper job descriptions for open positions has become increasingly important. A properly worded and presented description can help to catch the eye and pique the interest of the candidate who would be best for your position. By the same token, a vague and poorly written description can detour a capable applicant, even if the posting is from a well-respected company. Do not get caught in this trap. Below is a proper office and administrative support workers job description sample.
Office and Administrative Support Workers Job Summary
You are one of the first points of interaction for anyone visiting or contacting the company. You assist the company executives and management while maintaining the lobby area. Strong administrative and multi-tasking skills are key in fulfilling the various aspects of this fast-paced position.
Office and Administrative Support Workers Job Responsibilities and Duties
- Manage the front desk and lobby area, controlling traffic through the office
- Answer and properly route phone calls, recording messages when necessary
- Greet and assist general public with all inquiries
- Collect and record needed information from clients
- Coordinate and set up company meetings, luncheons, presentations, etc.
- Maintain and update client files
- Facilitate company e-mail account, answering all inquiries, drafting and sending correspondence with clients, etc.
- Schedule all aspects of trips for executives and management
- Stay up to date on current marketing trends through participation in different educational opportunities and professional organizations
Office and Administrative Support Workers Skills and Qualifications
- Bachelor’s degree or 3-5 years of experience within the office management and administration field
- Supply management experience, bookkeeping a plus
- Strong customer relations skills
- Word processing proficiency
- Information analysis and decision making
- Written and verbal communication ability
- Excellent multi-tasking and time management skills
- Eye for detail and commitment to the fulfillment of all projects
He & She Marketing Firm was founded in 2001. Since our inception we have experienced exponential growth, starting as a small local business and now branching out to several locations across the state. Our mission has been to develop strong, effective marketing campaigns for our clients that not only help them to communicate with their target audiences, but also enhance their brand loyalty and expand their reach. Through innovative ideas and applications, we continue to exceed this goal, which has contributed to making us the go-to marketing firm in our area.
Writing a Job Description Best Practices
- The office and administrative support workers job description sample gives you an idea of how to formulate your company’s description, however, you should tailor it to the specific needs of your organization and the particularposition. In creating the customized listing you need, there are a few best practices that you should keep in mind.
- Do streamline the description by separating each section out and utilizing bullet points when possible. This helps to attract the eye to the different areas and keep the information from appearing lengthy.
- Do include any specific requirements or qualifications that a proper candidate must have. If there are any desired qualifications, list them as well.
- Don’t provide a vague description that could fit any industry. Include specific duties and expectations that are unique not only to your industry, but also to your company.
- Do note any continued education requirements, travel, mandatory conferences and any other regular events or affiliations that are required for the position outside of regular work duties and hours. This type of disclosure can help to eliminate jobseekers who are just interested in a job and not a career.
- Don’t divulge any information in the description that could be against company policy, such as salary information or offered benefits. However, if it is not against company policy, including such information could enhance the appeal of the position.
- Do not provide too much information. Give the prospect a clear picture of what the job entails, but do not run down every single duty that is expected to be performed. This can prove to be overwhelming for a prospect.
Having a proper description is key to attracting the type of candidate that you want. If you desire top-notch applicants, then it is in your best interest to create a well-developed, detailed and concise job description. By doing so you can begin to weed out ill-fitted candidates even before the interview process, streamlining your search for the best possible employee.
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Office and Administrative Support Workers Job Responsibilities
The best practices discussed here provide the foundation for building a strong office and administrative support workers job responsibilities section. To summarize, concentrate on the 6-8 most important duties. Keep each bullet point concise, focusing on the key components of the duty. Rather than listing every small task, such as emailing and attending meetings, provide information about the work environment and measurable deliverables on your office and administrative support workers job description.
Expect to spend the most time developing this section. The more descriptive you make it, the better potential applicants you can attract. This saves you time and frustration, since you avoid having to comb through hundreds of inappropriate resumes just to find a handful to contact for an interview. To determine what to include, meet with your hiring manager, executive and management staff and other administrative workers.
Below are some examples of what to list in your responsibility section of your office and administrative support workers job description:
- Respond to inquiries from clients via telephone and email, and direct more complicated questions to appropriate staff members
- Provide general administrative support, including crafting documents, data entry and filing
- Manage conference room schedule and ensure no double bookings
- Take notes during meetings to use to create memos to send to applicable staff
Office and Administrative Support Workers Job Specifications
The job qualifications and skills section of your office and administrative support workers job description filters out inappropriate candidates by detailing the important criteria for the position. A well-written section weeds out those who do not have the right skills, experience and education to perform the job. Therefore, do not let the size of this section deceive you. It is important to spend adequate time deciding which skills to list.
How do you know what to include? You need to consider the job duties and what type of experience, training and skills the ideal candidate should have on the first day of the job. If you are unfamiliar with the position, meet with those in the company with a firm understanding of the requirements to perform the job.
When you have your list of office and administrative support workers job specifications, divide it up into preferred and required. Then, jobseekers know when it is appropriate to apply if they do not have a certain skill or experience, and when their other attributes might balance out one area of weakness.
If you need some idea of what to include in this section on your office and administrative support workers job description, try one of the following:
- Associate’s degree, bachelor’s degree preferred
- 2-4 years’ experience in an administrative position
- Data entry with numbers and letters
- Excellent oral and written communication skills
- Proficiency with Microsoft Office