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Office Manager Job Ad Template

Spot the difference

Writing job ads can be tough if you’re not an expert on the role. For instance, what is the difference between an Office Administrator and an Office Manager? Or, what duties does a Virtual Assistant have that a CEO Assistant doesn’t?

In short; Office Managers assist a team with admin, processes and procedures while Office Administrators focus mainly on administrative tasks and file management. Administrative Coordinators specialise in scheduling and organisation, as do Virtual Assistants who work remotely to help a team with admin tasks. A CEO Assistant will help with scheduling, admin assistance and more, specifically for C-Level individuals.

  • Office Managers are experts in scheduling, data management and other administrative duties. They are on-site to assist a team with these tasks, as well as introducing and improving processes that will streamline a team’s productivity or workflow.
  • Administrative Coordinators are responsible for file management, coordinating information between departments and occasionally assisting with budgets. They are vital to ensuring a smooth workflow for the team.
  • A Virtual Assistant works remotely with a team to help with data entry, organisation of essential information and passing communication smoothly between stakeholders. They will often work closely with finance and HR in handling budget-related files.
  • CEO Assistants specialise in offering administrative and scheduling support to an individual C-Level member of staff. They will be highly skilled in calendar management, data entry and communications.
  • Office Administrators are experts in file management and data entry and will often work on administrative duties such as filing expense reports, creating and reporting on invoices and managing communication between teams.

Interview questions available

Also see our Office Manager interview questions

Job Ad Template

  • Be clear in your description. Know the tasks of the role and ideally who the candidate should be.
  • This means you won’t need to read through too many CVs to find your superstar.
  • You might be tempted to use bullet points in this section, but resist the urge! Tell a story, show off all the cool things they would be responsible for, and get them excited to apply.
  • You should be more focused on your company culture and what your mission is, instead of their daily tasks.

About the role

If you thrive when working closely with a team to help boost productivity, then keep reading.

Are you experienced with introducing and improving processes to streamline a team’s workflow? Have you worked with organising confidential data before? Is calendar management a second nature to you? If these skills all match your profile, then we want to hear from you at {Company_Name}.

We’re currently looking for an Office Manager who will work closely with all departments in the business. You’ll play a vital role in the entry and organisation of data, organising key meetings with internal and external stakeholders and creating and tracking invoices across the business.

Our Office Manager will quickly become the go-to for communication across departments so must have excellent communication skills, too!
Du liebst es, die Produktivität eines Teams zu steigern? Du hast bereits Erfahrung in der Umsetzung und Optimierung von Prozessen, um die Arbeitsabläufe in einem Team zu optimieren? Du bewahrst Schweigen über vertrauliche Daten und die Verwaltung von Kalendern ist für dich ein Kinderspiel? Wenn all diese Fähigkeiten auf dein Profil zutreffen, dann möchten wir von {Unternehmen_Name} dich kennenlernen.

Wir suchen derzeit einen Office Manager (m/w/d), der eng mit allen Abteilungen des Unternehmens zusammenarbeiten wird. Als Anlaufstelle für die abteilungsübergreifende Kommunikation verfügst du über ausgezeichnete Kommunikationsfähigkeiten und spielst eine wichtige Rolle bei der Erfassung und Verwaltung von Daten, der Organisation wichtiger Sitzungen mit internen und externen Stakeholdern und der Erstellung und Verfolgung von Rechnungen im gesamten Unternehmen.
  • This section is all about your candidate's experience and responsibilities. You should outline very clearly what they should expect from the job role, not from the company itself. 
  • You should use language that speaks to the candidate directly, use of “you”, “we” and “our” are all positives. 
  • Hard skills in this section are important, but don’t overlook the significance of soft skills, like communication and being a team player, these can make a huge difference to the way people work alongside each other and gel professionally. 
  • What do you believe in, and what are your core values?


Remember these are just draft responsibilities for an Office Manager job description, some points might differ from the actual responsibilities of your role. Plus, you might have extra points that we’ve not included. So, be sure to change this list based on your actual needs.

• Handling calls and emails from external stakeholders.
• Managing the upkeep of office equipment and supplies.
• Management of confidential files and information.
• Receiving and filing data from multiple different departments.
• Creating and maintaining invoices.
• Organising meetings between departments or external stakeholders.
• Implementing or improving internal processes to save time or streamline tasks.
• Providing training or workshops to the team.
Denken Sie daran, dass es sich hier nur um einen Entwurf für eine Stellenbeschreibung für einen Office Manager handelt. Einige Punkte können von den tatsächlichen Aufgaben der Rolle abweichen. Außerdem könnten Sie zusätzliche Punkte haben, die wir nicht aufgeführt haben. Ändern Sie diese Liste also entsprechend Ihren tatsächlichen Bedürfnissen.

• Du beantwortest Anrufe und E-Mails von externen Interessengruppen.
• Du sorgst für die Instandhaltung der Büroausstattung und die Bereitstellung von Büromaterial.
• Du verwaltest vertrauliche Akten und Informationen.
• Du nimmst Daten aus verschiedenen Abteilungen entgegen, dokumentierst sie und legst sie ab.
• Du erstellst Rechnungen und überwachst die Zahlungseingänge.
• Du organisierst Sitzungen zwischen Abteilungen und externen Beteiligten.
• Du rationalisierst interne Prozesse, um Zeit zu sparen oder Aufgaben zu optimieren.
• Du führst Schulungen und Workshops für das Team durch.
  • This section is essential to finding the candidate with the skills and qualifications that will help them in their job role.
  • This should be clear and concise and set boundaries for submissions.
  • The more information you add to your skills section, the less candidates you’ll have to sift through to find the right one.
  • This would waste both your time and the potential candidate so avoid being wordy as much as possible. Think about what would be an essential part of this role, and what would the applicant need to be successful in the job?


Keep in mind, these requirements are only examples of what the role might need. Your company may not need these points from your candidate or may have extra requirements that we’ve not mentioned here. Be sure to adjust the list as needed!

• Strong data organizational skills.
• Great written and verbal communication skills.
• Ability to prioritise and manage multiple projects at once.
• Confidence in handling confidential information.
• Computer literate with experience using Microsoft Office
• Forward-thinking attitude and ability to present and implement new procedures.
Excellent problem-solving skills.
Experience in an Office Management role is a plus!
Denken Sie daran, dass diese Anforderungen nur Beispiele dafür sind, was für die Stelle erforderlich sein könnte. Die tatsächlichen Anforderungen Ihres Unternehmens können abweichen. Stellen Sie sicher, dass Sie die Liste nach Bedarf anpassen!

• Du bringst hervorragende Fähigkeiten zur Organisation von Daten mit.
• Du besitzt sehr gute schriftliche und mündliche Kommunikationsfähigkeiten.
• Du bist in der Lage, Prioritäten zu setzen und mehrere Projekte gleichzeitig zu verwalten.
• Du bist souverän im Umgang mit vertraulichen Informationen.
• Du verfügst über gute EDV-Kenntnisse und Erfahrung im Umgang mit Microsoft Office.
• Du überzeugst mit einer vorausschauenden Denkweise und kannst neue Verfahren vorstellen und konsequent umsetzen.
• Du bringst hervorragend Problemlösungsfähigkeiten mit.
• Du hast idealerweise bereits erste Erfahrungen im Bereich Office Management gesammelt!

Need inspiration?

Your job description will not attract talent all on its own. So when putting together your job post, be sure to show what it's like working at your company not just textually but visually!

  • Remember, attracting a candidate is just as much about your company culture as the job role itself. Make sure to include points that make you seem desirable too!
  • Add photos that show off your office space, team events and your team having a great time.
  • Maybe you could include a video of some team members explaining why they love coming to work, or why they like their role.
  • Include a grid of attractive perks with some nice illustrations. Maybe you have unlimited holidays, or you have an attractive parental leave cover - show off!
  • Why not embed your company's Instagram feed to give a IRL overview of the day-to-day.

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