How to hire a copy operator

How to hire a copy operator, step by step

Here's a step-by-step copy operator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a copy operator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new copy operator
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you post your copy operator job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a copy operator for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a copy operator to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a copy operator that fits the bill.

   Here's a comparison of copy operator salaries for various roles:

   Type of Copy Operator	Description	Hourly rate
   Copy Operator		$10-19
   Operator	Operators are skilled workers who are in charge of working on an industrial machine or a specific aspect of the manufacturing business. They are trained to operate machines, learning how to use them... Show more	$12-25

2. Create an ideal candidate profile

   Common skills:

   • Minor Maintenance
   • Copy Machines
   • Velo
   • Law Firm
   • GBC
   • PDF
   • Collating
   • Service Calls
   • QC
   • Troubleshoot
   • Fed-Ex
   • Office Equipment
   • PowerPoint
   • DHL

   Check all skills

   Responsibilities:

   • Achieve all sales & service goals to drive profits through upselling to business customers.
   • Install and troubleshoot various equipment such as printers and fax machines.
   • Finalize projects including: GBC binding.
   • Scan PDF files of various images and presentation materials.
   • Sort and distribute metered USPS mail and log in packages.
   • Mail and copy services, including sorting, collating, and distribution.

3. Make a budget

   Including a salary range in your copy operator job description is a great way to entice the best and brightest candidates. A copy operator salary can vary based on several factors:

   • Location. For example, copy operators' average salary in florida is 36% less than in alaska.
   • Seniority. Entry-level copy operators earn 45% less than senior-level copy operators.
   • Certifications. A copy operator with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a copy operator's salary.

   Average copy operator salary

   $14.57hourly

   $30,304 yearly

   ---

   Entry-level copy operator salary

   $22,000 yearly salary

   Updated January 21, 2026

4. Writing a copy operator job description

   A copy operator job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a copy operator job description:

   Copy operator job description example

   **Overview**
   
   The Copy Operator will provide exceptional customer service and solutions for client's copy/print needs. Will follow production processes to produce quality, professionally finished products using print and production equipment for cutting, binding and laminating. Will also service and provide basic troubleshooting for copiers and printers.
   
   **Responsibilities**
   
   + Review, prioritize and submit print requests from mainframe/mini/server/desktop according to complexity and urgency. Ensure that the output are quality checked and accurately meet the instructions as submitted
   
   + Deliver print jobs within established timeframes; Maintain logs of all work submitted and completed including service logs
   
   + Responsible for minor maintenance of reproduction equipment by solving paper jams; placing services calls and conduct routine cleaning
   
   + Take meter reading of each duplicating machine on a daily basis. Monitor inventory of print supplies, stock paper and toners
   
   + Inform clients of estimated completion time, when unclear of instructions, when there is a delay in service or when a specific service cannot be provided. Work with client to resolve complaint to client's satisfaction
   
   + Help to open and close the print center; Assist in keeping the center neat and professional looking
   
   + Where high speed, high volume digital publishing printers are used, using printer software, make adjustments to image quality, create folders and directories for print on demand orders; There may be special request by client for specialized type of printing e.g. large paper printing, poster copying, manual/handbook sized printing
   
   + Prepare monthly production and volume reports in order to measure productivity and prepare billing charges
   
   _May possibly perform any of the following functions at the direction of the Site Manager:_
   
   + Send, receive and deliver faxes
   
   + May be requested to perform document scanning
   
   + Prepare mail/packages for shipping orders
   
   + Provide light housekeeping such as making coffee and keeping conference rooms orderly
   
   + Due to changing technology in office automation, will be required to learn new features and functionalities of duplicating machines, faxes and scanners as introduced at the site
   
   + May perform some mailroom responsibilities and other duties as directed by Site Manager or Assistant Site Manager
   
   **Qualifications**
   
   + High school Diploma or equivalent
   
   + 1-5 years experience working directly in a print center
   
   + Some familiarity with the general job functions, and minimal understanding of the detailed aspects of the job
   
   + Knowledge of machine operations from low to high volume high speed duplicating equipment
   
   + Proficiency in the use of a variety of reproduction-related equipment & systems (fax, scanner, punches, staplers, inserters, folders, paper cutters, spiral-binding, velo-binders, stitcher and collaters, counters
   
   + Close supervision involving detailed instructions and constant checking on work performance
   
   + Excellent customer service, professional attitude and appearance is a must
   
   + Ability to work overtime & meet deadlines
   
   + Ability to follow directives and handle physical demands
   
   + Possess strong communication skills
   
   **PHYSICAL DEMANDS**
   
   + Physical activity required including frequent bending, reaching, lifting and standing in stacking print output into boxes or containers
   
   + May lift and/or move up to 50 lb
   
   **What We Offer:**
   
   Competitive pay & benefits!
   
   Comprehensive training and development programs that prepare employees to advance from within.
   
   A company focused on creating a positive work and client environment.
   
   Employee discounts on entertainment, products, and services nationwide!
   
   **_Come Join Our Team!_**
   
   **Job Locations** _US-MA-BOSTON_
   
   **Posted Date** _3 weeks ago_ _(9/28/2022 7:05 AM)_
   

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right copy operator for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your copy operator job on Zippia to find and recruit copy operator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit copy operators, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new copy operator

   Once you've decided on a perfect copy operator candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   Once that's done, you can draft an onboarding schedule for the new copy operator. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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