How to hire a desk operator

How to hire a desk operator, step by step

Here's a step-by-step desk 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 desk operator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new desk operator
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   First, determine the employments status of the desk operator you need to hire. Certain desk operator roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

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

   Yes

   No

   A desk operator's background is also an important factor in determining whether they'll be a good fit for the position. For example, desk operators from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list shows salaries for various types of desk operators.

   Type of Desk Operator	Description	Hourly rate
   Desk Operator	Information clerks perform routine clerical duties such as maintaining records, collecting data, and providing information to customers.	$11-28
   Customer Service Desk	The responsibilities of working in a customer service desk primarily revolves around ensuring customer satisfaction by responding to their inquiries and concerns. There are instances when it is required to provide directions, locate products, make reservations, and resolve various issues... Show more	$12-22
   Front Desk Concierge	As a front desk concierge, you act as the first point of contact between guests and your organization. You are to answer guest inquiries, direct phone calls, coordinate travel plans, and make guests feel welcome and valued... Show more	$10-19

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Check-In
   • Insurance Verification
   • Windows
   • Customer Service
   • Service Desk
   • Scheduling Appointments
   • Computer System
   • Front Desk Operations
   • Financial Transactions
   • Telephone Calls
   • SLA
   • EMR
   • Guest Satisfaction

   Check all skills

   Responsibilities:

   • Manage patients records by keeping all medical history, insurance and personal information update and verify abiding by HIPAA protocols.
   • Handle cash, count the till, used POS system, stock food and drinks.
   • Perform or delegate responsibilities of the full operation from the check-in process through to the posting of daily charges.
   • Handle guest luggage during check-in and check-out, deliver room service requests, and prepare conference rooms for schedule group events.
   • Maintain confidential medical records following HIPAA and office policy to prevent unauthorize viewing and attainment of patient information.
   • Refer patient, to specialty not limit to MRI pediatric ophthalmologist, laboratory

   More desk operator duties

3. Make a budget

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

   • Location. For example, desk operators' average salary in oklahoma is 62% less than in new york.
   • Seniority. Entry-level desk operators earn 62% less than senior-level desk operators.
   • Certifications. A desk 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 desk operator's salary.

   Average desk operator salary

   $37,726yearly

   $18.14 hourly rate

   ---

   Entry-level desk operator salary

   $23,000 yearly salary

   Updated December 17, 2025

   Average desk operator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	New York	$71,914	$35
   2	California	$49,958	$24
   3	New Hampshire	$47,002	$23
   4	Nevada	$44,880	$22
   5	Minnesota	$41,692	$20
   6	Illinois	$40,349	$19
   7	Arizona	$39,915	$19
   8	Florida	$36,559	$18
   9	North Carolina	$34,550	$17
   10	Missouri	$34,433	$17
   11	Texas	$34,324	$17

   Average desk operator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Jane Street	$114,080	$54.85	8
   2	BRMi	$68,964	$33.16
   3	Xator	$60,102	$28.90
   4	University of Nevada, Reno	$57,811	$27.79	2
   5	PSEA	$49,939	$24.01	1
   6	North American Stainless	$44,845	$21.56
   7	HEI Hotels & Resorts	$39,519	$19.00	82
   8	SunSource	$39,227	$18.86	2
   9	IAP Worldwide Services	$39,123	$18.81
   10	System One	$38,965	$18.73	14
   11	Bank of America	$38,388	$18.46	3
   12	Universal Health Services	$38,243	$18.39	31
   13	Mayo Clinic	$36,921	$17.75	25
   14	ManpowerGroup	$36,206	$17.41	60
   15	Saint Louis School	$33,507	$16.11
   16	City Of Miami	$32,848	$15.79
   17	Penn State Seed Co	$32,709	$15.73
   18	St Luke's Hospital & Health Network Inc	$32,391	$15.57
   19	St. Luke's Health System	$32,028	$15.40	5
   20	Catholic Medical Center	$30,422	$14.63

4. Writing a desk operator job description

   A good desk operator job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a desk operator job description:

   Desk operator job description example

   Join the company that helps make American manufacturing possible. You'll work alongside essential industries such as automotive, plastics, food, beverage and aerospace, while becoming an employee owner through our Employee Stock Ownership Plan (ESOP). As a McNaughton-McKay employee, not only do you help the company succeed, you also share in the rewards.
   McNaughton-McKay Electric Co.
   Job Description
   
   Title: IT Support Desk Operator
   Department: Information Technology
   
   General Summary:
   Performs as front-line support for all system administration of users, Local Area Network, Local servers, workstations, hardware, data administration and the Business System. This includes responding to all help desk inquiries and conducting employee-training programs.
   
   Key Responsibilities:
   1.Provides helpdesk services to the user community for MIS, the Business System and Data Administration needs.
   2.Provides support for all desktop hardware/software, network connectivity, and server hardware/software issues within the Michigan region.
   3.Maintains inventory and documentation of all MIS supported hardware/software.
   4.Maintains backup systems on selective servers.
   5.Provides support to other MIS personnel throughout the company.
   6.Provides training to employees on new Business Systems.
   7.Acts as the company Liaison between MIS, Business System and Data Integration and Development groups and the McNaughton-McKay user field.
   8.Follows all safety policies and procedures and completes the provided training.
   
   Knowledge/Skills/Abilities:
   1.High school diploma required with college courses completed; currently pursuing a degree in business or a computer related program; additional experience will be considered in lieu of education.
   2.Ability to organize, prioritize and complete tasks at own initiative with minimal supervision.
   3.Basic understanding of personal computers, operating systems, and networking technology.
   4.Up to 2 years' experience in the distribution industry or in a help desk/training environment.
   5.Working knowledge of business system operations. Experience with the Sx.e System, or similar distribution business systems, is preferred.
   6.Excellent verbal/written communication skills.
   
   Reporting Relationships:
   Reports To: Manager, MIS
   Direct Reports: None
   
   Working Conditions: Normal office environment. Overtime may be required, and travel to support other branches may also be required.
   
   EEO/AA/M/F/Vet/Disability Employer
   
   The above statements are intended to describe the essential functions and related requirements of persons assigned to this job. They are not intended as an exhaustive list of all job duties, responsibilities and requirements.
   
   We appreciate your interest in McNaughton-McKay Electric Company. We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion, national origin, citizenship, gender, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law.

   Copy this example

   

5. Post your job

   To find desk operators for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any desk operators they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level desk operators with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

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

6. Interview candidates

   Recruiting desk operators requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates 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 desk operator

   Once you have selected a candidate for the desk operator position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the 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.

   Once that's done, you can draft an onboarding schedule for the new desk 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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