Creating a standout CV can be particularly challenging for office administrators, who often have a broad range of responsibilities to distil into a concise document. Our guide offers expert advice on how to highlight your most impressive achievements and tailor your CV to the office administration role you're aiming for, ensuring you present a compelling case to potential employers.
- Answer job requirements with your office administrator CV and experience;
- Curate your academic background and certificates, following industry-leading CV examples;
- Select from +10 niche skills to match the ideal candidate profile
- Write a more succinct experience section that consists of all the right details.
Do you need more specific insights into writing your office administrator CV? Our guides focus on unique insights for each individual role:
How complex should the format of your office administrator CV be?
Perhaps, you decided to use a fancy font and plenty of colours to ensure your office administrator CV stands out amongst the pile of other candidate profiles. Alas - this may confuse recruiters. By keeping your format simple and organising your information coherently, you'll ultimately make a better impression. What matters most is your experience, while your CV format should act as complementary thing by:- Presenting the information in a reverse chronological order with the most recent of your jobs first. This is done so that your career history stays organised and is aligned to the role;
- Making it easy for recruiters to get in touch with you by including your contact details in the CV header. Regarding the design of your CV header, include plenty of white space and icons to draw attention to your information. If you're applying for roles in the UK, don't include a photo, as this is considered a bad practice;
- Organising your most important CV sections with consistent colours, plenty of white space, and appropriate margins (2.54 cm). Remember that your CV design should always aim at legibility and to spotlight your key information;
- Writing no more than two pages of your relevant experience. For candidates who are just starting out in the field, we recommend to have an one-page CV.
One more thing about your CV format - you may be worried if your double column CV is Applicant Tracker System (ATS) complaint. In our recent study, we discovered that both single and double-column CVs are ATS-friendly . Most ATSes out there can also read all serif and sans serif fonts. We suggest you go with modern, yet simple, fonts (e.g. Rubik, Lato, Raleway) instead of the classic Times New Roman. You'll want your application to stand out, and many candidates still go for the classics. Finally, you'll have to export your CV. If you're wondering if you should select Doc or PDF, we always advise going with PDF. Your CV in PDF will stay intact and opens easily on every OS, including Mac OS.
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Use bold or italics sparingly to draw attention to key points, such as job titles, company names, or significant achievements. Overusing these formatting options can dilute their impact.
The top sections on a office administrator CV
- Professional Summary highlights your office administration expertise.
- Key Skills section showcases your administrative competencies.
- Work Experience demonstrates a track record in office management.
- Education and Qualifications reflect relevant training for the role.
- IT Proficiency indicates your ability to manage office technology.
What recruiters value on your CV:
- Highlight your proficiency in office software and administrative systems, emphasising your ability to manage databases, correspondence, and scheduling with precision and attention to detail.
- Emphasise your communication skills, showcasing how you effectively liaise with clients and colleagues to facilitate smooth office operations and maintain professional relationships.
- Demonstrate your organisational abilities by outlining any previous experience in arranging meetings, events, or managing travel itineraries, which are crucial for an office administrator's role.
- Include any financial responsibilities you have managed, such as budgeting, invoicing, or payroll, which are often part of an office administrator's duties.
- Provide examples of problem-solving and multitasking in a fast-paced office environment, showing how you've successfully navigated challenges and contributed to improving administrative processes.
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Making a good first impression with your office administrator CV header
Your typical CV header consists of Your typical CV header consists of contact details and a headline. Make sure to list your professional phone number, email address, and a link to your professional portfolio (or, alternatively, your LinkedIn profile). When writing your CV headline , ensure it's:
- tailored to the job you're applying for;
- highlights your unique value as a professional;
- concise, yet matches relevant job ad keywords.
You can, for examples, list your current job title or a particular skill as part of your headline. Now, if you decide on including your photo in your CV header, ensure it's a professional one, rather than one from your graduation or night out. You may happen to have plenty more questions on how to make best the use of your CV headline. We'll help you with some real-world examples, below.
Examples of good CV headlines for office administrator:
- Front Office Supervisor | Customer Service Excellence | Certified Office Administrator | 5+ Years' Experience
- Senior Administrative Coordinator | Project Management Pro | NVQ Level 3 in Business & Administration | 10 Years
- Executive Assistant | Expert in Corporate Communications | Diary Management Specialist | 8 Years' Expertise
- Junior Office Manager | Degree in Business Administration | Adept in IT Systems | 3 Years Professional Practice
- Administrative Officer | HR Procedures and Policies | Advanced Certificate in Admin Management | 7 Years' Experience
- Senior Office Administrator | Operational Efficiency Innovator | ILFM Diploma Holder | 12+ Years in Administration
What's the difference between a office administrator CV summary and objective
Why should it matter to you?
- Your office administrator CV summary is a showcasing your career ambitions and your unique value. Use the objective to answer why your potential employers should hire you based on goals and ambitions. The objective is the ideal choice for candidates who happen to have less professional experience, but still meet some of the job requirements.
Before you select which one will be more relevant to your experience, have a look at some industry-leading CV summaries and objectives.
CV summaries for a office administrator job:
- Seasoned office administrator with over 8 years of experience, adept at managing complex administrative tasks and streamlining operational efficiencies. Proficient with Microsoft Office Suite and CRM software, with a notable accomplishment of reducing office expenditure by 20% through vendor negotiations and cost analysis.
- Diligent office management professional with a 5-year track record in overseeing administrative procedures and improving filing systems in a busy law firm. Skilled in team leadership and project management, achieving a 35% increase in office productivity through the introduction of new database management protocols.
- Accomplished retail manager transitioning to office administration, bringing forward 10 years of expertise in customer service, team management, and inventory control. Eager to leverage extensive organisational skills and a commitment to excellence in streamlining office operations within a dynamic corporate space.
- Dynamic marketing coordinator seeking to pivot to a career as an office administrator; brings 7 years of experience in campaign management, event coordination, and vendor relations. Keen to apply budgeting expertise and communications acumen to enhance and support the administrative backbone of a progressive organisation.
- Aspiring to secure an entry-level office administrator position to utilise my recently-acquired diploma in business administration. Passionate about applying organisational skills, keen attention to detail, and a strong sense of responsibility to contribute effectively to a team-driven environment and support essential daily operations.
- Recent business graduate with no direct office administrative experience, aiming to deploy analytical skills, proficiency in Microsoft Excel, and a proactive learning attitude to facilitate smooth operational workflows. Motivated by the challenge of exceeding expectations in a demanding and multi-faceted entry-level role.
Best practices for writing your office administrator CV experience section
If your profile matches the job requirements, the CV experience is the section which recruiters will spend the most time studying. Within your experience bullets, include not merely your career history, but, rather, your skills and outcomes from each individual role. Your best experience section should promote your profile by:
- including specific details and hard numbers as proof of your past success;
- listing your experience in the functional-based or hybrid format (by focusing on the skills), if you happen to have less professional, relevant expertise;
- showcasing your growth by organising your roles, starting with the latest and (hopefully) most senior one;
- staring off each experience bullet with a verb, following up with skills that match the job description, and the outcomes of your responsibility.
Add keywords from the job advert in your experience section, like the professional CV examples:
Best practices for your CV's work experience section
- Managed a busy office environment, ensuring seamless operations through proactive oversight of administrative functions, including scheduling, supply management, and facilities maintenance.
- Oversaw the implementation of new office management software, resulting in a 30% increase in organisational efficiency and improved document control.
- Streamlined the office communication system, reducing email backlog by 40% through the introduction of a structured internal communication protocol.
- Coordinated between departments to support company-wide events and meetings, ensuring all logistics were handled efficiently and within budget constraints.
- Maintained confidentiality of sensitive information and documents, upholding data protection standards and respecting privacy regulations at all times.
- Successfully renegotiated vendor contracts for office supplies, achieving a 20% cost saving that positively impacted the company's bottom line.
- Provided administrative support to the executive team, including complex diary management, travel arrangements, and preparing detailed reports and presentations.
- Implemented a customer service training programme for front-of-house staff, leading to an improvement in client satisfaction scores by 25%.
- Assisted in the recruitment process for new staff, from drafting job descriptions to organising interviews, contributing to a 50% reduction in time-to-hire.
- Managed a team of 10 administrative staff, coordinating office operations and streamlining processes, which resulted in a 15% increase in overall efficiency across the company.
- Implemented a new digital filing system, transferring over 10,000 paper files to a secure, searchable online database, significantly improving document retrieval times.
- Oversaw the organisation of 50+ company events ranging from board meetings to annual parties, which improved internal networking and bolstered company culture.
- Facilitated a complete office relocation for a 200-person team, ensuring a smooth transition with minimal downtimes, which maintained productivity levels during the move.
- Negotiated with suppliers to reduce office supply costs by 20%, saving the company budget around £5,000 annually without compromising on quality.
- Implemented weekly reporting procedures that provided insights into team productivity, helping to identify areas for improvement and drive subsequent training programs.
- Developed and managed an efficient reception system that handled upwards of 300 calls per day, optimising customer service operations.
- Led the transition from traditional mail to a fully digital communication system, reducing company communication costs by 25%.
- Coordinated with IT Department to upgrade office software, resulting in a 40% reduction in system crashes and significantly improving workflow stability.
- Introduced data-analytics tools for monitoring office resource usage that provided actionable insights, facilitating a 10% cut in unnecessary expenditures.
- Piloted a remote working program in response to the COVID-19 pandemic, which maintained 100% of administrative operations without sacrificing service quality.
- Collaborated with HR to develop a talent recruitment process that reduced time-to-hire by 30%, effectively filling positions with qualified candidates faster.
- Overhauled the in-house inventory tracking system, cutting down on supply overstock and achieving a more sustainable level of office resource management.
- Played a key role in obtaining ISO 14001 certification for the company by establishing eco-friendly office practices that reduced waste by 50%.
- Introduced comprehensive employee onboarding sessions that improved new staff integration, expediting the training process by two weeks.
- Supervised front-of-house operations for a staff of five, contributing to a welcoming office environment that received positive feedback in 98% of visitor surveys.
- Spearheaded a time-tracking initiative that boosted accountability and led to a 10% uplift in overall productivity across administrative tasks.
- Mediated staff disputes and grievances, helping maintain a positive work environment and reducing staff turnover by 15%.
- Managed multi-department budget reporting, providing detailed monthly expense reports that contributed to more informed departmental spending decisions.
- Crafted a 12-month strategic plan for administrative operations, aligning department goals with the broader company mission, leading to a clearer path for employee progression.
- Implemented staff wellness programs that included ergonomic assessments and health seminars, resulting in a 20% decrease in work-related stress claims.
- Coordinated with IT support to streamline technical operations, reducing average downtime due to IT issues by 35%, thereby ensuring smoother daily operations.
- Designed and executed a custom CRM system tailored to company needs, improving customer interaction tracking and enabling more targeted marketing strategies.
- Took responsibility for the company’s communications strategy, which included writing and distributing a monthly internal newsletter to 500+ staff members.
Lacking professional expertise: how to write your CV to highlight your best talents
Don't count on your lucky stars when you're applying for a role, where you happen to have less (or almost none) professional experience. Recruiters sometimes do hire inexperienced candidates if they're able to present their unique value from the get-go. So, instead of opting for the traditional, CV experience section:
- List any applicable expertise you happen to have - no matter if it's a part-time job, internship, or volunteer work. This would hint to recruiters that your profile is relevant;
- Focus your CV on your transferrable skills or talents you've obtained thanks to your whole life and work experience. In effect, you'll be spotlighting your value as a candidate;
- Separate more space for your applicable academic background and certificates to show you have the technical know-how;
- Ensure that within your objective, you've defined why you'll like the job and how you'll be the perfect match for it. Always ensure you've tailored your CV to individual applications.
Looking for more good examples for your first job? We'll show you how other candidates, with less professional experience, have created their job-winning CVs.
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If you have experience in diverse fields, highlight how this has broadened your perspective and skill set, making you a more versatile candidate.
Mix and match hard and soft skills across your office administrator CV
Your skill set play an equally valid role as your experience to your application. That is because recruiters are looking for both:
- hard skills or your aptitude in applying particular technologies
- soft skills or your ability to work in a team using your personal skills, e.g. leadership, time management, etc.
Are you wondering how you should include both hard and soft skills across your office administrator CV? Use the:
- skills section to list between ten and twelve technologies that are part of the job requirement (and that you're capable to use);
- strengths and achievements section to detail how you've used particular hard and soft skills that led to great results for you at work;
- summary or objective to spotlight up to three skills that are crucial for the role and how they've helped you optimise your work processes.
One final note - when writing about the skills you have, make sure to match them exactly as they are written in the job ad. Take this precautionary measure to ensure your CV passes the Applicant Tracker System (ATS) assessment.
Top skills for your office administrator CV:
Microsoft Office proficiency
Data entry
Bookkeeping
Records management
Database administration
Basic accounting
Scheduling and calendar management
Typing speed and accuracy
Office equipment use
Project coordination
Communication
Organisational skills
Time management
Problem-solving
Attention to detail
Customer service orientation
Adaptability
Teamwork
Initiative
Stress tolerance
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If there's a noticeable gap in your skillset for the role you're applying for, mention any steps you're taking to acquire these skills, such as online courses or self-study.
Listing your university education and certificates on your office administrator CV
The best proof of your technical capabilities would be your education and certifications sections. Your education should list all of your relevant university degrees, followed up by their start and completion dates. Make sure to also include the name of the university/-ies you graduated from. If you happen to have less professional experience (or you deem it would be impressive and relevant to your application), spotlight in the education section:
- that you were awarded a "First" degree;
- industry-specific coursework and projects;
- extracurricular clubs, societies, and activities.
When selecting your certificates, first ask yourself how applicable they'd be to the role. Ater your initial assessment, write the certificate and institution name. Don't miss out on including the completion date. In the below panel, we've curated relevant examples of industry-leading certificates.
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Use mini case studies or success stories in your CV to demonstrate how your skills have positively impacted previous roles or projects.
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Key takeaways
Write your professional office administrator CV by studying and understanding what the role expectations are. You should next:
- Focus on tailoring your content to answer specific requirements by integrating advert keywords through various CV sections;
- Balance your technical know-how with your personal skills to showcase what the unique value would be of working with you;
- Ensure your CV grammar and spelling (especially of your key information and contact details) is correct;
- Write a CV summary, if your experience is relevant, and an objective, if your career ambitions are more impressive;
- Use active language by including strong, action verbs across your experience, summary/objective, achievements sections.
