How to hire a customer service administrative assistant

How to hire a customer service administrative assistant, step by step

Here's a step-by-step customer service administrative assistant hiring guide:

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

What does a customer service administrative assistant do?

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1. Identify your hiring needs

   Before you post your customer service administrative assistant 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 customer service administrative assistant 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 customer service administrative assistant 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 customer service administrative assistant that fits the bill.

   Here's a comparison of customer service administrative assistant salaries for various roles:

   Type of Customer Service Administrative Assistant	Description	Hourly rate
   Customer Service Administrative Assistant	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$13-19
   Administrative Support	Administrative support specialists provide different types of governmental assistance. They carry out varied clerical duties in almost all industries... Show more	$12-25
   Administrative Staff	As the administrative staff, they primarily provide administrative and secretarial support for the department. Typically, they do report-writing, filing and scheduling, and payroll... Show more	$27-48

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Purchase Orders
   • Payroll
   • Scheduling Appointments
   • Front Desk
   • Travel Arrangements
   • Credit Card
   • Administrative Tasks
   • Customer Inquiries
   • Office Equipment
   • Inbound Calls
   • Customer Complaints
   • Customer Orders
   • Outbound Calls

   Check all skills

   Responsibilities:

   • Manage customers' database accounts and records, perform customer verification and process applications, orders and requests utilizing QuickBooks.
   • Provide support to accounting personnel with data entry into QuickBooks and document processing
   • Coordinate with clients, vendors, lawyers, CPA, and other employees.
   • Edited/Maintain the official Herzing program and course outlines on the Herzing SharePoint intranet site.
   • Provide outstanding administrative support to the third partner, while establishing and coordinating overall departmental functionality of 16 staff CPA team.
   • Assist manager with development of PowerPoint presentations for prospective customers.

   More customer service administrative assistant duties

3. Make a budget

   Including a salary range in the customer service administrative assistant job description is a good way to get more applicants. A customer service administrative assistant salary can be affected by several factors, such as the location of the job, the level of experience, education, certifications, and the employer's prestige.

   For example, the average salary for a customer service administrative assistant in Florida may be lower than in Washington, and an entry-level engineer typically earns less than a senior-level customer service administrative assistant. Additionally, a customer service administrative assistant with lots of experience in the field may command a higher salary as a result.

   Average customer service administrative assistant salary

   $16.22hourly

   $33,741 yearly

   ---

   Entry-level customer service administrative assistant salary

   $28,000 yearly salary

   Updated December 24, 2025

   Average customer service administrative assistant salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Washington	$40,906	$20
   2	Oregon	$39,867	$19
   3	Massachusetts	$39,419	$19
   4	California	$38,295	$18
   5	Colorado	$38,056	$18
   6	Illinois	$37,484	$18
   7	New Jersey	$37,417	$18
   8	New York	$35,308	$17
   9	Alaska	$34,848	$17
   10	Nevada	$34,040	$16
   11	Maryland	$33,897	$16
   12	Virginia	$33,323	$16
   13	Idaho	$32,334	$16
   14	Missouri	$32,042	$15
   15	Arizona	$31,898	$15
   16	Wisconsin	$31,200	$15
   17	Texas	$30,956	$15
   18	South Carolina	$30,189	$15
   19	Iowa	$28,987	$14
   20	Georgia	$28,574	$14

   Average customer service administrative assistant salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Uline	$38,762	$18.64	2
   2	Oregon Health & Science University	$37,529	$18.04	4
   3	Structure Group	$36,707	$17.65
   4	Newmar	$36,449	$17.52
   5	Intralox	$36,249	$17.43	2
   6	Cavco Industries	$36,011	$17.31	7
   7	Belcan	$35,987	$17.30
   8	City & County Of San Francisco - Police Department (sfpd)	$35,347	$16.99	11
   9	Karat Packaging	$35,341	$16.99
   10	Colorado State Express	$35,306	$16.97
   11	Dealer eProcess	$35,306	$16.97	2
   12	McIntosh Communications	$35,306	$16.97
   13	Power Graphics	$35,243	$16.94
   14	Raymond James Financial	$35,131	$16.89	19
   15	TRAKAmerica	$34,786	$16.72
   16	Decisions	$34,690	$16.68
   17	Whitsons Culinary Group	$34,660	$16.66	5
   18	The Great Lakes Group	$34,653	$16.66
   19	Cohu	$34,469	$16.57
   20	Northpoint	$34,382	$16.53	7

4. Writing a customer service administrative assistant job description

   A customer service administrative assistant 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. To help get you started, here's an example of a customer service administrative assistant job description:

   Customer service administrative assistant job description example

   Image360 – Dublin is a fun and creative environment where we help customers bring their ideas to life on a grand scale. As a full-service sign shop, we work with customers to help design and produce art into a multitude of finished forms including car wraps, building signage, school banners and much more. We have a team of dedicated people who want to provide the best products and service possible for our customers.

   So where do you fit in?

   As the Image360 - Dublin Customer Service Administrative Assistant, you will be involved in all aspects of the sign making process. You will work directly with our Owners as a frontline contact for our walk-in, e-mail, and phone-in customers to help guide them through our ordering and art development processes. However, that’s not all. As a smaller business (under 10 employees) there will be opportunities to learn art formatting and development tools, shipping and so much more. You will be a trusted partner for the Owners also helping them with personal tasks as they need.

   What you need to succeed with us

   This position is fast paced, challenging and requires multi-tasking and problem solving on your feet while always maintaining excellent customer service. If you enjoy constantly having something to do and rushing to keep up with demand, then this job is right up your alley.

   We will train you on all aspects of the business, products, our Point-of-Sale system, and customer service approach. You need to bring the desire to learn and jump in where needed while maintaining a positive attitude and willingness to help the team wherever needed.

   In this position you are not expected to be a one man band. You are going to be a part of a team who will work together, communicate, and find solutions for our customers. You need to check your ego at the door, embrace a team approach and assume positive intentions of both your colleagues and your customers. Positive and can do spirit and attitude is required.

   Qualifications / Skills
   •Strong communication skills, both written and verbal
   •Professional, upbeat, positive attitude
   •Sharp attention to detail is CRITICAL
   •Keen multi-tasking abilities
   •Self-motivated and team player
   •Spatial awareness and ability to help people visualize something using just your words

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right customer service administrative assistant 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 customer service administrative assistant job on Zippia to find and recruit customer service administrative assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit customer service administrative assistants, 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 to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   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 customer service administrative assistant

   Once you've decided on a perfect customer service administrative assistant 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 also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   To prepare for the new customer service administrative assistant first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

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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How much does it cost to hire a customer service administrative assistant?