When applying for the position of office manager, it is essential to have a cover letter that helps you get noticed. Office managers oversee daily tasks within an office, which can range from staff management to more significant financial duties. In addition, they will coordinate multiple people in a team and handle various problems within the office. A cover letter can highlight your ability to handle this dynamic position, show that you are an excellent candidate, and increase your chances of obtaining an interview.
This article will discuss all the critical parts of a cover letter for an office manager position and the best practices to keep in mind when writing one to improve your chances of impressing your hiring manager.
Adopt Professional Formatting for Your Cover Letter
As with any cover letter, it is essential to ensure that the format of the document is correct. Follow these basic structuring guidelines to ensure the letter is impressive, professional, and easy to read:
- Make sure to left-align the content.
- Use single-spaced lines with the same professional font used in the resume.
- Keep it to a single page’s length with 1-inch margins on all sides.
- The heading should contain your basic contact information and the recipient’s information.
- A professional salutation is necessary, addressing the hiring manager by name whenever possible.
- Introduce yourself concisely and professionally while expressing your interest in the position.
- Include a body paragraph highlighting your experiences, education, and accomplishments. You may consider writing some details in bullet points to make it easier to read.
- The final paragraph should politely request an interview and reinforce your interest in the position. Consider highlighting a memorable achievement you want the hiring manager to remember.
What to Include in the Main Body of the Letter?
The main body of the letter is likely the most critical section. Here, you will be discussing why you are a good candidate for the position and how you can help the company you want to work for.
Make sure to include the following elements when writing your cover letter for the position of office manager:
Introduce yourself
The first paragraph of your letter should be a brief introduction where you express your interest in applying for the position. To get the reader’s attention and demonstrate your interest in the position, this section will benefit from the addition of some uniqueness. You should therefore describe how you discovered the job posting and whether anybody referred you for the position in this section.
Highlight your experience
The cover letter is a document where you can highlight your leadership experiences and describe your professional competencies. You must highlight your history of maintaining a positive workplace environment, effectively carrying out daily office tasks, and keeping the staff motivated. Highlighting such examples will get your application to seem engaging and relevant for the job.
It would be best if you also discussed specific events demonstrating your skills. For example, if you have reduced office expenses by a particular amount or arranged meetings for a large project, then this is the place to describe them concisely. Again, these experiences show the hiring manager that you are a valuable candidate with something to bring to the company.
Highlight your leadership skills
It is vital to effectively describe the right combination of soft and hard skills needed for the position of office manager. You want to make sure that your skills complement the demands of the company since you will be managing and assisting with operations. Make sure to read the job description thoroughly and include the qualities the company is looking for in the letter; this way, the hiring manager will know you are a good fit for the job.
Some of the most critical leadership skills are:
- Effective communication skills
- Computer proficiency
- Budget management
- Time management skills
- Interpersonal skills
- Critical thinking skills
- Problem-solving skills
- Presentation skills
- Public speaking skills
- Organizational skills
Add specific keywords
It would be best if you also considered adding specific keywords to the cover letter. Since many companies will use an applicant tracking system, your letter might not even be read if it does not include the keywords that a business is searching for. Make sure that it includes the keywords mentioned in the job advertisement.
Give specific examples of your accomplishments
While it is essential to mention all of the aforementioned skills, it is equally important to be able to demonstrate them in a meaningful way. As a result, you should give your employer specific examples that illustrate these abilities so they can see exactly what kind of leader you could be.
For example, you could mention that you reduced unnecessary overtime by 32% by implementing practical time management skills, or you could mention how you were able to resolve an issue with a large-scale project using your critical thinking skills.
You will want to include only your best achievements since the cover letter should be brief and concise. However, by using specific numbers, hiring managers can get a sense of the scale on which you made an impact in your previous positions.
Call to action statement
Finally, end your letter with a solid call-to-action statement. To appear interested in the position, you should politely request an interview. It should be done appropriately so that you do not overdo anything but still manage to attract the attention of the employers and appear enthusiastic about the job.
Sample of an Office Manager Cover Letter
Jaqueline Smith
123 Middletown Drive
West Town, VA 12345
123-456-7890
January 5, 202x
Mr. Abraham Donahue
HR Manager
Real Paper Company
450 Center Street
West Town, VA 12345
Dear Mr. Donahue:
I am writing to apply for the position of Office Manager at Real Paper Company, as was posted on your LinkedIn page. I have more than six years of experience as an office manager at an IT firm, and I believe I am an excellent candidate for this position.
I currently serve as an office manager at an innovative IT company, supporting a team of 20 employees in my department. I have a proven track record of practical organizational and time management skills, having helped lead a growing team in a competitive environment. As I have plenty of experience managing a team similar to the one at Real Paper Company, I am confident in maintaining smooth operations. Some of the skills I would bring to the company are:
● A decade of experience working in front and back-office administration, often serving directly under CEOs
● Proficient team management skills, including effective hiring workflow, software management, and positive control of the workplace environment
● Tactfully handle complicated situations such as company budgets, staffing issues, and event planning
● Excellent time management skills, having reduced unnecessary overtime by 28% in my current position.
I am confident that I would be able to organize and manage the team at Real Paper Company expertly. Therefore, do not hesitate to contact me Monday–Friday from 8:00 a.m.–5:00 p.m. to schedule an interview for the Office Manager position.
Sincerely,
Jaqueline Smith
Professional Tips
As you write your cover letter, remember to follow proven helpful tips to improve your chances of getting an interview.
These tips will help get your application to seem impressive:
Maintain a professional style
A professional tone is essential for a cover letter. As it is a formal business position, you will want to make sure you appear as a strong leader and a serious candidate.
Besides using formal language, it is also essential to ensure a professional format. You do not require a creative format but an industry standard that is clear and professional. Use an easy-to-read format highlighting your management skills, the length of time you have worked doing management, and your willingness to grow in their company, and you will present yourself as a professional who is ready for the job.
Keep it concise
Generally, cover letters should be kept brief. You want to highlight your most impressive achievements that show you are an excellent leader. A one-page letter is adequate. The majority of hiring managers read several cover letters, so you must effectively highlight your skills by writing one that is succinct, memorable, and packed with specific information. Try to keep the letter around 300–450 words long because lengthy letters will not retain the recipient’s attention.
Proofread
As an office manager, the qualities expected of you are attention to detail and the ability to perform large-scale tasks effectively. This means that if your cover letter has several spelling or punctuation mistakes, it signals to the hiring manager that you are unprepared for the position. Small errors can ruin your chance of getting an interview because hiring managers probably only briefly look at your application. Make sure to proofread your letter several times to make a good first impression.
Conclusion
A cover letter is the first step to achieving an office manager position, and it should present you as a professional with exceptional skills, eager to assist the company’s growth by effectively leading a team.
It is essential to keep it concise, direct, and impactful. By mentioning quantifiable data and specific demonstrations of your skills, hiring managers can quickly get an idea of what you are capable of. Every company requires a specific set of skills, and most use an applicant tracking system to automate the hiring process and filter suitable candidates, so it is critical to include keywords that were mentioned in the job advertisement in your cover letter.
If you are having difficulties writing one, try reviewing some samples to get more information. You can improve your understanding of the contents and format of a cover letter by consulting some samples. And by following the best practices listed in this article, you will be able to write an effective cover letter for an office manager position.
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