How to hire a document administrator

How to hire a document administrator, step by step

Here's a step-by-step document administrator hiring guide:

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

Post a document administrator job for free, promote it for a fee

Post free

1. Identify your hiring needs

   Before you post your document administrator 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 document administrator 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

   A document administrator's background is also an important factor in determining whether they'll be a good fit for the position. For example, document administrators 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 document administrators.

   Type of Document Administrator	Description	Hourly rate
   Document Administrator		$15-46
   Office Manager	Office managers oversee the entire workplace. They maintain office processes and services to ensure that everything is running well... Show more	$14-29
   Project Management Internship	When it comes to a project management internship, the tasks may vary on the organization or industry where one is involved. However, the primary duties are to provide administrative support by accomplishing tasks ranging from performing research and analysis, responding to inquiries and concerns, assisting in data entry and record-keeping, producing reports, and managing schedules... Show more	$12-20

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Booking
   • Bank Policies
   • UCC
   • PowerPoint
   • Data Entry
   • Financial Data
   • Real Estate
   • Credit Approval
   • Due Diligence
   • Hard Copy
   • Commercial Loans
   • MOC
   • ISO
   • Internal Audit

   Check all skills

   Responsibilities:

   • Assist in the development and implementation of new documentation processes, coordinate workflow and manage credit derivatives documentation backlog.
   • Prepare all require documents and QA work.
   • Process UCC searches and filings, business evaluations, appraisals.
   • Support audit team during site audits by FDA and third party inspectors.
   • Obtain knowledge of company policies to ensure documents are compliant with FDA.
   • Review UCC's, lien searches and insurance to protect company's interest in the leased equipment.

3. Make a budget

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

   • Location. For example, document administrators' average salary in florida is 50% less than in washington.
   • Seniority. Entry-level document administrators earn 67% less than senior-level document administrators.
   • Certifications. A document administrator 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 document administrator's salary.

   Average document administrator salary

   $55,986yearly

   $26.92 hourly rate

   ---

   Entry-level document administrator salary

   $32,000 yearly salary

   Updated January 20, 2026

4. Writing a document administrator job description

   A document administrator 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 document administrator job description:

   Document administrator job description example

   Come and join our exciting and growing team at HomePro! Tons of benefits, opportunities for growth and excellent leadership! Check us out!
   About Us: HOMEPRO is the largest provider of low voltage & high voltage products to the New Home Builder Industry. We provide security wiring, CCTV, structured wiring, audio/video systems, Home Automation systems (specializing in Savant and Clare). We even have a high voltage division offering wiring solutions to the Home Builder Industry. We offer on the job training and manufacturer training certifications. HOMEPRO is a well-established company operating in Dallas, Houston, Austin and San Antonio. We have been in business for over 20 years. We have an A+ rating with the Better Business Bureau. With our forward thinking we are experiencing tremendous growth. If you are looking for a company where you can grow you have found it!
   
   Job Purpose: Effectively and efficiently process work orders to determine material and manpower requirements for each job order to satisfy business goals and customer demands.
   
   Responsibilities of Jr Electrical Estimator position: Daily plan prep: Combine and print documents for production jobs Teamwork: Work with other teams to investigate specific challenging projects in order to improve business strategy. Performs other duties as assigned. Contributes to and participates in a positive and constructive culture.
   Job Qualifications
   
   · Electrical Apprentice License preferred.
   · Strong critical thinking and problem solving skills.
   · Excellent verbal/written and communication skills.
   · Ability to work independently to maintain productivity in a timely manner
   
   Benefits :
   Medical, Dental, Vision and Life Insurance 401k with company match Employee Assistance Program Paid Time off + 9 company paid Holidays Employee Discounts on Security System Career development and Advancement opportunities Free Gym on sight

   Copy this example

   

5. Post your job

   To find the right document administrator for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with document administrators they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit document administrators who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

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

6. Interview candidates

   Recruiting document administrators 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 document administrator

   Once you've decided on a perfect document administrator 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.

   After that, you can create an onboarding schedule for a new document administrator. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

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.)

   Sign up to download full list

   Sign up

How much does it cost to hire a document administrator?