Office Assistant Job Description Template

A manager

No matter what service or product your company provides, without the right office support, you could find yourself in a situation where orders aren’t filled, calls from long-standing customers go unanswered, and deadlines pass you by like ships in the night.

As you consider what specific front office assistant duties and responsibilities you might need help with, keep in mind that the key to any job description is clearly communicating the needs of your particular business. So, for example, a bank office assistant job description would likely hone in on client communications and support, whereas a back office assistant job description might focus more on maintaining and storing records and organizational skills.

The good news is that you don’t need to start from scratch. Below is a downloadable office assistant job description with tips on how to best optimize it for your candidate search. You can keep the format and structure, but revise the paragraphs and bullet lists with the specific duties and requirements that you need. You can even go one step further by checking out the office assistant job postings currently on Monster for ideas on how to make your pitch.

A manager

Office Assistant

[Intro Paragraph] Your introductory paragraph should be a short, two- to three-sentence marketing summary of your company. Here you want to paint a picture that lets prospective candidates imagine what it’s like to work for you. Be authentic and highlight the strengths that distinguish you from the competition. If available, consider looping in your marketing team for support.

Office Assistant Job Responsibilities:

  • Receives and distributes communications; collects and mails correspondence
  • Copies and stores important documents and records.
  • Maintains inventory of office supplies and anticipates supply needs; ensures prompt ordering and receipt of supplies and delivers supplies to work stations as needed.
  • Provides office communications support by fielding calls, answering questions, forwarding messages, confirming customer orders and keeping customers informed of order status.
  • Maintains equipment by completing preventive maintenance, troubleshooting failures, calling for repairs, monitoring equipment operation and purchasing meter funds.
  • Maintains office schedule by picking up and delivering items as needed.
  • Updates job knowledge by participating in educational opportunities.
  • Enhances organization reputation by accepting ownership for accomplishing new and different requests; and exploring opportunities to add value to job accomplishments.

[Work Hours & Benefits] Research has shown that putting work hours and benefits at this point engages your potential new hire better than at other places in the job description. Remember to tell your potential applicants about things like flexible schedules or travel requirements. Describe the benefits that set you apart, such as childcare reimbursements and tuition credits. As you plan out your office assistant job description and salary range, you should also consider the benefits of being transparent about pay at this point. Being up front about pay early can actually end up making your hiring process more efficient as you spend your time on candidates more aligned with your budget.

Office Assistant Qualifications / Skills:

  • Basic office skills
  • Written and verbal communication skills
  • Microsoft Office software skills
  • Scheduling and meeting planning
  • Telephone skills
  • Typing and word processing skills
  • Documentation skills
  • Dependability and professionalism
  • Attention to detail
  • Administrative writing and reporting skills

Education and Experience Requirements:

  • High school diploma
  • Driver’s license
  • One to two years of office assistant experience

[Call to Action] If you want your potential new assistant to apply to your position after reading your posting, make it easy for them with a clear call to action. Provide a link or an email address where candidates can send an application and let them know what documents they need to submit.

Ready to Post Your Office Assistant Job Description?

When looking for an office assistant you want to find candidates who are not only organized and dependable, but who can also understand the needs of your workplace. As you decide how you’ll go about finding the right fit, consider bringing on Monster as your hiring partner. Find out how we can help you get started with a free job posting today.