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Office staff job description: what you'll do and what to write on your resume

Applying for office staff at a company or small business? Copy the duties below into your resume, then read what the interview asks.

Duties to write on your resume

Start each line with what you did. Keep the ones you've really done.

• Answered phone calls and emails and passed messages to the right person
• Filed, scanned and organized paper and digital documents so they were easy to find
• Encoded records and reports into Excel and Word accurately and on time
• Prepared letters, memos and simple reports for the manager to review
• Scheduled appointments, meetings and deliveries and kept the calendar up to date
• Monitored and restocked office supplies and sent purchase requests
• Received visitors and couriers and directed them to the right desk
• Used the photocopier, scanner and printer and kept the work area tidy

First job? Use the same lines for school projects, a student council role, a family business or volunteer work, and say where.

A resume objective you can adapt

Fresh graduate looking for an office staff job, ready to handle documents, encoding and phone calls with accuracy and a willingness to learn fast.

Skills employers ask for

• Typing and basic Microsoft Word and Excel
• Clear writing and speaking in English and Filipino
• Keeping files and records organized
• Doing tasks on time without being reminded
• Working well with a team and taking instructions

What the interview asks

1. Why do you want to work in an office? Name something real, like you like organized work and steady daytime hours.
2. How comfortable are you with Excel and Word? Say what you can actually do, like typing tables or using simple formulas.
3. What would you do if you had many tasks due at the same time? Say you list them, ask your boss which comes first, then finish one by one.
4. How do you handle a mistake in a document you already sent? Say you tell your supervisor right away, fix it and check your work next time.

The questions every interview asks, with sample answers

How to get hired

1. Most posts ask for at least a senior high school diploma, and many prefer college undergraduates or graduates.
2. Prepare a resume, a valid ID and your government numbers such as SSS, PhilHealth, Pag-IBIG and TIN.
3. Bring an NBI clearance and a medical certificate, since many employers ask for them after the interview.
4. Apply online or send your resume to the company directly, then expect a short interview and sometimes a typing or Excel test.

What the work is like

You sit at a desk most of the day, usually on a fixed weekday schedule. The hard part is juggling small tasks from different people at once.

Questions

Do I need experience to work as office staff?

Not always. Many companies hire fresh graduates and teach their own filing and reporting system.

What should I study to become office staff?

Any business or office-related course helps, but many employers accept any graduate who types well and knows Word and Excel.

Is office staff work part-time?

Most posts are full-time on fixed weekday hours. Some small offices hire part-time help.

Similar jobs

• Office clerk
• Administrative assistant
• Secretary
• Data encoder
• Receptionist

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