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If you’ve Googled “Office Manager job description,” you’ve probably seen the same thing over and over again:
Generic bullet points. Cold corporate buzzwords. Zero personality.
And that’s a problem—because great office managers aren’t just task machines.
They’re the people who hold your entire operation together.
They set the tone, bring order to the chaos, and make the workplace run smoothly.
But most job descriptions?
They don’t reflect that. They read like a checklist… not like an invitation to join a real team.
The truth is: top candidates don’t apply to lifeless job posts.
They apply to companies that get it—that show purpose, culture, and clarity right from the first line.
So in this guide, we’re not just giving you a plug-and-play template.
We’re showing you how to write a compelling, human-centered job description that actually attracts someone you’d want to hire.
Before we get into examples, if you haven’t already, check out our full guide on how to write a job post that attracts top talent , Link https://workscreen.io/how-to-write-a-job-post/. It walks through everything you need to know—from structure to tone to candidate psychology.
Ready? Let’s talk about what the Office Manager role actually is.
Smart Hiring Starts Here
WorkScreen simplifies the hiring process, helping you quickly identify top talent while eliminating low-quality applications. By saving you countless hours and reducing the risk of bad hires, it empowers you to build a team that delivers results
What Does an Office Manager Actually Do?
An office manager isn’t just someone who orders supplies and keeps the calendar up to date.
They’re the organizing force behind your team’s daily operations.
In plain terms: an office manager makes sure your workplace runs smoothly. That means managing schedules, handling vendor relationships, coordinating communication between departments, keeping the office organized, and often supporting HR and finance tasks. In smaller companies, they’re the person everyone turns to when something breaks, goes missing, or needs fixing—fast.
But here’s what many employers miss: this role is part logistics, part people, and part culture.
A great office manager isn’t just organized. They’re:
- Proactive
- Emotionally intelligent
- Calm under pressure
- Trusted by everyone in the building
They’re often the heartbeat of the office—and when they’re missing, it shows.
So if you’re hiring for this role, don’t just list duties. Think about how this person will shape your team’s rhythm, mood, and momentum. That mindset will help you write a job post that actually connects with the right candidates.
Two Great Office Manager Job Description Templates
We’ll provide two tailored job description options:
1.✅ Option 1: For employers looking to hire an experienced Line Cook with prior experience.
2.Option 2: For employers open to hiring entry-level candidates or those willing to train someone with potential.
✅ Option 1 – Job Description For Experienced Office Manager (Culture-First Style)
📌 Job Title: Office Manager for Papertrail Systems (Nairobi, Kenya)
💼 Type: Full-Time | On-Site | Ksh 90,000 – 120,000/month (DOE)
🕒 Schedule: Mon – Fri | 8 AM – 5 PM
🎥 Meet Your Future Team
Watch a quick 90-second hello from our COO, Joyce Mwangi, on why this role matters → [Loom link]
👋 Who We Are
Papertrail Systems is a 30-person SaaS startup founded in 2019. Our platform helps 500+ East-African SMEs digitize paperwork, track inventory, and stay compliant—without expensive IT. Backed by Novastar Ventures, we’re scaling fast and need an organized pro to keep our Nairobi HQ running like clockwork.
🌱 Our Culture
- Ownership over titles – everyone solves problems, not just “does tasks.”
- Speed with empathy – we move fast and care about each other.
- Curiosity beats ego – we test, learn, and iterate together.
- Fun is a feature – monthly hack days, Friday game breaks, open Slack banter.
🔍 What You’ll Be Doing
- Coordinate calendars, travel, and team logistics
- Manage office vendors, supplies, and facilities projects
- Support HR tasks (onboarding, leave tracking, events)
- Keep internal comms flowing via Slack / Notion
- Troubleshoot day-to-day issues so the team stays focused
✅ What We’re Looking For
- 2+ years as an Office Manager or senior admin
- Confident with Google Workspace, Notion, and basic bookkeeping tools
- Calm, proactive, people-first problem-solver
- Excellent written and spoken English
🎁 Perks & Benefits
- Comprehensive medical + dental + vision
- 15 days annual leave, plus 5 “recharge” flex days
- Monthly learning stipend (Ksh 8,000)
- Daily catered lunch and free barista coffee
- Quarterly team off-sites at Naivasha or Diani
🚀 Why This Role Is a Great Fit
You’ll be Papertrail’s operational heartbeat—trusted by leadership and loved by the team. Your systems will let engineers build faster and customer success wow clients. You’ll shape culture, refine processes, and see your impact every single day.
📥 How to Apply
We hire for skill and values, so we use WorkScreen.
👉 Apply here: [insert link]
We review every application and update you within a week.
✅ Option 2 – Job Description For Junior Office Manager (Entry-Level, We’ll Train You)
📌 Job Title: Junior Office Manager at Papertrail Systems – No Experience Needed
📍 Location: Nairobi, Kenya
💼 Type: Full-Time | Ksh 60,000 – 75,000/month | On-Site
🎥 A Welcome From Your Mentor
Our current Office Manager, Brian Otieno, recorded a short intro about the role and growth path → [YouTube link]
🌍 About Papertrail Systems
We build simple software that lets small businesses ditch paperwork and thrive. From boda-boda spares shops to boutique hotels, our customers save hours every week—and we’re proud of the ripple effect on local economies.
🤝 Company Culture
- Learn-by-doing – you’ll get real responsibility fast, with support.
- Transparency – weekly all-hands, open metrics, honest feedback.
- Community impact – 2 paid volunteer days/year.
- Celebrate wins – impromptu chapati breaks and end-of-sprint shout-outs.
💼 What You’ll Do
- Greet visitors and manage the front desk
- Keep office supplies stocked and budgets tracked
- Assist with meeting prep and internal events
- Maintain tidy shared spaces and simple records
- Shadow HR on onboarding and culture initiatives
🎯 What You Need
- Basic computer literacy (email, calendars, sheets)
- Friendly communication style and eagerness to learn
- Reliability—your teammates count on you showing up on time
- Bonus: any internship or customer-service background
🎁 Perks & Benefits
- NHIF + private health cover
- 12 days paid leave + public holidays
- Transport stipend after 8 PM shifts
- Access to Google-certified admin courses (paid by us)
- Friday team lunch and monthly movie night
🚀 Why This Role Is a Great Fit
You’ll learn operations from the ground up in a supportive, mission-driven startup. Within a year, you could grow into facilities lead, HR coordinator, or events specialist—whatever sparks your interest.
📥 How to Apply
Skip the generic cover letter—show us who you are through WorkScreen.
👉 Apply here: [insert link]
We reply to every applicant within 14 days.
Don’t let bad hires slow you down.
WorkScreen helps you identify the right people—fast, easy, and stress-free.
Why These Office Manager Job Posts Actually Work
We’re not just guessing—these job descriptions are designed based on real hiring data and human psychology. Here’s a breakdown of what makes both the Experienced and Entry-Level job posts compelling to top candidates:
✅ 1. The Job Titles Are Clear and Specific
❌ Bad: “Office Manager Needed”
✅ Good: “Office Manager for Papertrail Systems (Nairobi, Kenya)”
Instead of a vague title, each post includes:
- The exact role
- The company name
- The location
This instantly helps qualified candidates self-identify—and filters out the wrong ones.
✅ 2. They Open with a Personal Video
🎥 “Meet your future team…”
🎥 “A welcome from your mentor…”
Adding a Loom or YouTube intro builds trust and human connection. It lets candidates see the people behind the brand—before they even apply. This small addition dramatically increases applicant engagement.
✅ 3. The Company “About” Section Is Specific and Inspiring
Instead of generic boilerplate, both posts explain:
- What Papertrail does
- Who it serves
- Why it exists
This gives candidates a mission to join—not just a job. It shows them what they’ll be part of building.
✅ 4. Culture Isn’t Claimed—It’s Demonstrated
“Monthly hack days, Friday game breaks, open Slack banter.”
“Celebrate wins — impromptu chapati breaks and end-of-sprint shout-outs.”
Both job posts describe real cultural rituals. That’s far more believable than simply saying “we value collaboration.” It helps the candidate picture what working there actually feels like.
✅ 5. Responsibilities Are Framed Around Impact
“Your systems will let engineers build faster and customer success wow clients.”
“You’ll help our startup grow by keeping the engine running smoothly behind the scenes.”
Instead of listing tasks in isolation, each duty is tied to business impact. This shows that the role matters, which is crucial to attracting motivated, high-caliber applicants.
✅ 6. They Are Transparent About Salary and Schedule
Both versions list:
- Exact pay range
- Full-time status
- Working hours
Why does this matter? Because top candidates respect clarity. It saves time on both sides and signals honesty and professionalism.
✅ 7. The Perks & Benefits Are Human, Not Corporate
From “barista coffee” and “chapati breaks” to transport stipends and learning stipends—these aren’t generic bullet points. They reflect thoughtful, people-first policies that build loyalty and appeal to the real lives of applicants.
✅ 8. The CTA Respects the Applicant’s Time
“We reply to every applicant within 14 days.”
“Skip the generic cover letter—show us who you are.”
This alone sets these posts apart. Most job seekers apply and never hear back. These descriptions make a promise—and that builds trust before a single interview is booked.
✅ 9. They Use WorkScreen to Screen for Skills, Not Buzzwords
Both job posts guide applicants to WorkScreen, which:
- Evaluates based on actual ability, not just resume polish
- Filters out low-effort, AI-generated, or spray-and-pray applications
- Gives the company a shortlist of high-quality, committed applicants
This shows the company is serious about hiring well—which in turn attracts serious candidates.
Bad Office Manager Job Description Example (And Why It Fails)
Let’s look at a typical “template-style” office manager job description that you’ll find on most generic job boards:
❌ Bad Job Post Example
Job Title: Office Manager
Company: XYZ Ltd.
Location: Nairobi
Job Type: Full-Time
Job Summary
XYZ Ltd. is looking to hire an experienced office manager to oversee daily operations and ensure administrative efficiency.
Responsibilities
- Manage office supplies and inventory
- Supervise administrative staff
- Maintain records and files
- Organize meetings and manage calendars
- Perform other duties as assigned
Requirements
- Bachelor’s degree in Business Administration or similar
- 3–5 years’ experience in office management
- Excellent communication skills
- Proficiency in MS Office
- Strong organizational abilities
How to Apply
Send your resume and cover letter to careers@xyzltd.com before August 15, 2025. Only shortlisted candidates will be contacted.
🧨 Why This Job Post Falls Flat
Let’s break down exactly what’s wrong with this kind of listing:
🚫 1. The Job Title Is Generic
“Office Manager” with no context—no team, no company vision, no uniqueness. It fails to help candidates self-select or get excited. Top talent doesn’t apply to bland.
🚫 2. The Introduction Is Cold and Vague
“…to oversee daily operations and ensure administrative efficiency.”
There’s no mission, no real company story, and no personality. It feels like a post written by ChatGPT with zero input.
🚫 3. There’s No Salary Range
This is a major red flag in 2025. Candidates increasingly skip over job listings that aren’t transparent about compensation. It signals either disorganization or unwillingness to be upfront.
🚫 4. Responsibilities Are Just Buzzword Tasks
“Perform other duties as assigned”? That’s not a job post—it’s a shrug.
There’s no explanation of how the role contributes to the company, or how success will be measured.
🚫 5. The Requirements List Is Exclusionary
Rigid degree and experience demands without flexibility eliminate candidates who may have strong skills but non-traditional backgrounds. No mention of transferable skills, willingness to train, or culture fit.
🚫 6. The Hiring Process Feels Dismissive
“Only shortlisted candidates will be contacted.”
This tells applicants: “Don’t expect respect or communication from us.”
It makes the company feel outdated and impersonal before the first conversation even starts.
🚫 7. There’s No Sense of Culture or Benefits
What’s it like to work there? What does the team care about? What perks or growth opportunities are available?
Zero clues. Which means zero emotional connection—and that’s a deal-breaker for mission-driven, high-performing applicants.
This is what you want to avoid: a post that reads like an obligation, not an opportunity.
Bonus Tips to Make Your Office Manager Job Post Stand Out
If you want to attract the right candidates—not just more candidates—these bonus elements will give your job description an edge:
✅ Tip 1: Add a Trust-Building Privacy Notice
Let’s face it: job seekers are more cautious than ever. A short IMPORTANT NOTICE at the end of your post can help candidates feel safe and respected during the hiring process.
Example:
⚠️ We take your privacy seriously. We will never ask for payment, banking details, or any personal financial information during the hiring process. If you’re ever unsure about a message you receive from us, please reach out to us directly.
This instantly builds credibility and separates your company from scams and shady hiring practices.
✅ Tip 2: Mention Leave Days or Flex Time
People want to know if you respect rest. Even a short line about leave or recharge time can make your post feel more human and appealing.
Example:
Enjoy 15 days of annual leave, plus 5 flex days per year to recharge however you need—no questions asked.
This doesn’t just attract applicants—it attracts healthy, balanced team members.
✅ Tip 3: Highlight Training & Growth Opportunities
Don’t just say “we offer growth”—show what it looks like. Are there paid courses? Mentorship? Internal mobility?
Example:
We’ll invest in you. From Google-certified admin training to cross-functional mentorship with our leadership team, we’ll support your growth wherever it leads.
This is especially important for entry-level roles, career-switchers, or roles where you’re hiring for potential.
✅ Tip 4: Add a Loom or YouTube Video
A 60–90 second video from the hiring manager, founder, or team member can:
- Increase applicant engagement
- Humanize your brand
- Set you apart from 99% of other job posts
Pro tip: Use Loom or a smartphone, and keep it real. Don’t over-script—speak like you would to a teammate.
Here is an example that we used in our master guide on how to write a great job post description , you can check it out here https://www.loom.com/share/ba401b65b7f943b68a91fc6b04a62ad4
✅ Tip 5: Reinforce Your Candidate Experience
Say it out loud: “We respect your time.” Then show it with real commitments.
Example:
We respond to every applicant within 14 days. Whether you move forward or not, you’ll hear from us.
This kind of messaging is rare—and that’s exactly why it stands out.
Should You Use AI to Write Job Posts?
Short answer? Yes—but only if you do it right.
AI tools like ChatGPT, Claude, or the job post generators built into ATS platforms like Workable and Manatal can save you time. But if you just prompt it with “write a job description for an Office Manager,” you’ll get the same boring content your competitors are posting.
And that means you’ll attract the same low-effort, low-fit applicants.
⚠️ Why You Shouldn’t Rely on AI Alone
Here’s what happens when you blindly let AI write your entire job post without input:
- The tone feels flat and robotic
- The responsibilities are vague and unengaging
- The culture section sounds fake or forced
- The post says nothing unique about your team or company
You end up with a post that checks the boxes—but doesn’t spark real interest from top talent.
✅ The Right Way to Use AI in Job Description Writing
Think of AI as your writing partner—not your replacement.
To get meaningful results, you need to feed it real information about your company, culture, and expectations.
Here’s how to prompt it properly:
🧠 Smart Prompt Example:
“Help me write a job post for an Office Manager at Papertrail Systems. We’re a 30-person SaaS startup based in Nairobi helping SMEs digitize paperwork. The role involves scheduling, managing office vendors, supporting HR, and keeping operations smooth.
Our culture is transparent, fast-paced, collaborative, and playful.
We offer Ksh 90K–120K/month, medical cover, and 15 days of leave + 5 flex days.
We use WorkScreen to screen for skills. I want the tone to be conversational, culture-first, and clear.
Here’s a rough bullet list of things I want to include: [insert your notes here].”
Then, tell AI:
“Please structure the post with a warm intro, company overview, role summary, responsibilities, requirements, perks, culture, and application instructions. Make it sound human, not corporate.”
💡 Bonus Tip: Show AI an Example You Like
You can paste in a real job description (like the two we created earlier) and say:
“Make something like this, but for [your company name] and [your open role]. Keep the tone and formatting similar.”
🧭 Summary: Use AI With Your Insight
If you want high-quality job posts, AI can help—but it still needs your:
- Strategy
- Voice
- Real-world details
- Values
Use AI to shape, organize, and polish your message—not to guess your culture or invent your role from scratch.
Hiring doesn’t have to be hard.
If your hiring process is stressful, slow, or filled with second-guessing—WorkScreen fixes that. Workscreen helps you quickly identify top talent fast, eliminate low-quality applicants, and make better hires without the headaches.
Need a Quick Copy-Paste Job Description?
We get it—sometimes you’re on a deadline. Maybe you’ve read the full guide and you know what makes a great job post… but you still need a solid base to start from fast.
That’s what this section is for.
“✏️ Important Reminder:
Don’t copy this word-for-word and expect magic.
This is a foundation, not a final draft.
Add a Loom video, inject your team culture, and edit the details to reflect your actual kitchen.
In this section, you’ll find two ready-to-use job description templates for quick copy-paste use — but please remember, like we mentioned above, don’t just copy them word-for-word and expect results.
Think of these as starting points, not final drafts.
- Option 1: A more conversational, culture-first job description that highlights personality and team fit.
- Option 2: A more structured format, including a Job Brief, Responsibilities, and Requirements for a traditional approach.
✅ Option 1: Conversational Job Description Template (Culture-First Style)
📌 Job Title: Office Manager at [Company Name]
📍 Location: [City, Country]
💼 Type: Full-Time | On-Site | [Salary Range]
🎥 Meet the Team
[Link to Loom or YouTube video introducing the company or role]
👋 Who We Are
We’re [Company Name], a [brief description—e.g., fast-growing fintech startup helping small businesses access credit easily]. We’re a close-knit team of [X] people working together to [your mission].
Now, we’re hiring an Office Manager to help us run smoother, scale faster, and create a space where great work can happen every day.
🌱 Our Culture
We move fast, ask smart questions, and support each other like a team should. You’ll love working here if you’re the kind of person who likes solving problems, staying organized, and making things work behind the scenes.
💼 What You’ll Be Doing
- Coordinate calendars, meetings, and office logistics
- Manage vendor relationships and office supply ordering
- Support HR onboarding and offboarding
- Keep common areas tidy and systems organized
- Handle day-to-day tasks that keep the team running smoothly
✅ What We’re Looking For
- 2+ years experience in an administrative or office manager role
- Strong communication and people skills
- Detail-oriented, proactive, and solution-focused
- Comfortable using tools like Google Workspace, Slack, Notion
🎁 Perks & Benefits
- [Example: Comprehensive medical cover]
- [Example: 15 days annual leave + 5 flex days]
- [Example: Monthly learning stipend]
- [Example: Team lunches and quarterly retreats]
🚀 Why This Role Is a Great Fit
You’ll be the glue that keeps our team together and the engine that keeps our office moving. If you love bringing structure, calm, and energy to fast-paced environments—this is your chance to shine.
📥 How to Apply
We use WorkScreen to ensure every applicant gets a fair shot based on real-world skills—not just a resume.
👉 Apply here: [WorkScreen application link]
We reply to every applicant and keep you updated along the way.
🧾 Option 2: Structured Format (Classic “Job Brief + Responsibilities + Requirements”)
Job Title: Office Manager
Location: [City, Country]
Type: Full-Time
Salary: [Salary Range]
🎥 Meet the Team
[Link to Loom or YouTube video introducing the company or role]
Job Brief
We are looking for an experienced Office Manager to join our team and ensure smooth day-to-day operations. You will oversee administrative tasks, coordinate internal teams, and manage vendors to create an efficient and professional office environment.
Responsibilities
- Manage office supplies, vendors, and logistics
- Oversee calendars, schedules, and meeting prep
- Maintain filing systems and records
- Support HR processes like onboarding and leave tracking
- Assist leadership with administrative support as needed
Requirements
- Proven experience as an Office Manager or Administrative Lead
- Strong organizational and multitasking skills
- Excellent written and verbal communication
- Proficiency in MS Office / Google Workspace
- A proactive, resourceful approach to problem-solving
Benefits
- [Medical, dental, vision]
- [X days of paid time off + public holidays]
- [Performance bonuses or training stipends]
- [Company laptop and phone]
How to Apply
Please submit your application via [WorkScreen link]. We value transparency and aim to respond to every applicant within 10 business days.
What Happens After You Post the Job? Let WorkScreen Take It From There.
Once your job post is live, the next challenge begins: sorting through applicants, evaluating skills, and figuring out who’s actually a good fit.
That’s where WorkScreen.io comes in.
Instead of drowning in resumes or getting distracted by flashy applications, WorkScreen helps you evaluate candidates based on what really matters—real-world skills and role fit.
Here’s how:
🧠 WorkScreen Helps You:
1. Quickly Identify Your Most Promising Candidates
No more guesswork. WorkScreen automatically evaluates, scores, and ranks applicants on a performance-based leaderboard—so you see your top talent instantly.
2. Administer One-Click Skill Tests
Assess candidates based on what they can actually do. Whether you need someone to manage calendars, write clean internal comms, or coordinate events—WorkScreen shows you who’s ready from day one.
3. Filter Out Low-Effort and AI-Generated Applications
Tired of resumes written by ChatGPT or candidates ghosting halfway through the process? WorkScreen automatically weeds out:
- Copy-paste applicants
- “One-click apply” spam
- Candidates who aren’t genuinely interested
You focus only on those who take your role seriously.
👉 Ready to try it? Create your job post on WorkScreen.io
💡 Whether you’re hiring an experienced pro or someone with potential, WorkScreen gives you a smarter, fairer, faster way to find your next great hire.
It only takes a few minutes—and your future office manager could be just one great application away.
Office Manager Job Description - Frequently Asked Questions
An office manager oversees the daily operations of an office—this includes managing supplies, coordinating schedules, handling vendors, and supporting internal teams. They are often the central point of contact for ensuring the workplace runs smoothly.
An assistant manager, on the other hand, typically supports a department head or general manager in a more strategic or supervisory capacity—often in retail, hospitality, or operations-heavy roles. While both roles involve coordination and oversight, office managers are focused on infrastructure and environment, while assistant managers often support revenue-generating activities and team supervision.
Beyond organization and multitasking, top office managers usually possess:
- Strong interpersonal skills – to work with diverse teams
- Attention to detail – for tracking tasks, schedules, and inventory
- Problem-solving ability – to handle unexpected challenges calmly
- Tech savviness – especially with tools like Google Workspace, Notion, and basic HR systems
- Emotional intelligence – to manage workplace morale and build trust
Bonus skills include basic budgeting, event coordination, and internal communications.
Salaries vary by location, industry, and company size. Here’s a rough guide:
- Kenya (Nairobi): Ksh 70,000 – 120,000/month
- US (national average): $50,000 – $70,000/year
- UK: £28,000 – £40,000/year
Startups may offer lower base pay but include equity, learning stipends, or flexible work perks. Established firms may offer more structured compensation with benefits.
If you’re finding that internal coordination is slowing down, your team is distracted by admin tasks, or leadership is pulled into logistics instead of strategy—it’s probably time to bring on an office manager.
Hiring one can significantly increase operational efficiency and free up time for your core team to focus on higher-impact work.
