How to hire a front office administrator

How to hire a front office administrator, step by step

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

What does a front office administrator do?

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1. Identify your hiring needs

   The front office administrator hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

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

   Yes

   No

   Hiring the perfect front office administrator also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   This list presents front office administrator salaries for various positions.

   Type of Front Office Administrator	Description	Hourly rate
   Front Office Administrator		$12-19
   Office Clerk	Office clerks are administrative employees who handle clerical activities for the organization. They are in charge of managing company records, organizing and storing documents, filing and sorting hard copies of documents, and liaising with other departments or external partners... Show more	$12-18
   Administrative Receptionist	An administrative receptionist is responsible for performing administrative tasks, handling visitors' inquiries and concerns, verifying appointments, and leading them to the appropriate personnel and department, as well as handling and routing calls. Administrative receptionists also keep records of the staff meeting and executive conference, including company and promotional events... Show more	$12-18

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Front Desk
   • Appointment Scheduling
   • Phone Calls
   • Excellent Interpersonal
   • Data Entry
   • Customer Service
   • Patient Care
   • Patient Check
   • Insurance Verification
   • Insurance Benefits
   • Office Equipment
   • HIPAA
   • Patient Referrals

   Check all skills

   Responsibilities:

   • Manage correspondence and documentation for OSHA compliance and hold some accounts payable responsibilities by coding invoices for processing and payment.
   • Handle day to day transactions, schedule patients, place patients onto traction tables and administer E-Stem/Ice.
   • Observe and perform patient's therapies such as, electric muscle stimulation, mechanical traction and acupuncture.
   • Cross train in veterinary technician duties including vaccines, administering medications, medical treatment for kennel and hospitalize patients.
   • Follow HIPPA protocol for sterilization of rooms/instruments.
   • Create a neck comparison using patient's cervical x-ray.

   More front office administrator duties

3. Make a budget

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

   • Location. For example, front office administrators' average salary in nevada is 49% less than in district of columbia.
   • Seniority. Entry-level front office administrators earn 33% less than senior-level front office administrators.
   • Certifications. A front office 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 front office administrator's salary.

   Average front office administrator salary

   $16.11hourly

   $33,516 yearly

   ---

   Entry-level front office administrator salary

   $27,000 yearly salary

   Updated December 5, 2025

   Average front office administrator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Washington	$45,233	$22
   2	New York	$42,118	$20
   3	Massachusetts	$40,443	$19
   4	California	$37,058	$18
   5	Illinois	$36,556	$18
   6	Colorado	$35,074	$17
   7	Ohio	$34,287	$16
   8	Iowa	$33,916	$16
   9	Arizona	$32,986	$16
   10	Texas	$32,319	$16
   11	Florida	$31,907	$15
   12	Missouri	$31,533	$15
   13	Tennessee	$31,488	$15
   14	Georgia	$31,414	$15
   15	Virginia	$31,360	$15
   16	Indiana	$30,746	$15
   17	Kansas	$30,546	$15
   18	South Carolina	$30,441	$15
   19	Pennsylvania	$28,979	$14

   Average front office administrator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	University of California-Berkeley	$42,817	$20.59	1
   2	University of California	$41,096	$19.76	81
   3	UC Santa Barbara	$40,271	$19.36
   4	UC Merced	$40,140	$19.30
   5	Silver Lake College	$39,720	$19.10
   6	SPX	$36,822	$17.70	2
   7	Private Practice	$35,107	$16.88	5
   8	Summit Funding	$34,773	$16.72	1
   9	Live Nation Entertainment	$34,277	$16.48	26
   10	Apex Clean Energy	$33,916	$16.31
   11	Resourcing Edge	$33,897	$16.30
   12	Healthy Smiles For Kids of Orange County	$33,802	$16.25	1
   13	Cortica	$33,766	$16.23	2
   14	Auto-Chlor Services	$33,663	$16.18
   15	TERRA Staffing Group	$33,173	$15.95
   16	Abbott & Associates	$32,973	$15.85
   17	Ajilon Consulting	$32,879	$15.81
   18	Panasonic	$32,860	$15.80	6
   19	Career Strategies	$32,855	$15.80
   20	Kelly Services	$32,823	$15.78	16

4. Writing a front office administrator job description

   A front office 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. Below, you can find an example of a front office administrator job description:

   Front office administrator job description example

   Full Time - Torrance
   
   Types, formats, edits, revises, proofreads, and processes a variety of materials including correspondence, forms, memorandum, agenda items, reports, agreements, technical and statistical charts, tables, and other specialized and/or technical materials from verbal instruction, rough draft, or other source documents; may compose correspondence and other documents for signature
   
   Answers phones and greets visitors; responds to or refers general inquiries and complaints to appropriate staff members
   
   Performs a variety of clerical accounting duties including reconciling receipts and invoices; maintains routine financial records; assists with accounts receivable and accounts payable functions; and may assist in preparation of annual audit
   
   Ensures that facility is in proper working order including breakroom and storage spaces; and submits requests for service to maintain facilities
   
   Supports communication efforts including maintaining and updating website; assists with social media presence; composes and sends e-blasts; creates and disseminates newsletter(s); assists with media related efforts working with public affairs staff; and may perform graphic design work utilizing software such as Adobe and Microsoft products
   
   Supports technology operations including video conferencing, copy machine, computers, phone systems, and other office equipment; ensures that all required equipment supplies are available and in proper working order; coordinates check-out process for equipment; monitors requisitions budget; and submits requests for service to maintain equipment
   Maintains inventory and orders office supplies Maintains calendar of activities, meetings, and various events for assigned staff; coordinates activities and meetings with staff, the public, and outside agencies; coordinates and arranges special events as assign Schedules use of offices and meeting rooms; assists with setup and cleanup for various meetings and events; contacts vendors for food orders, supplies, and audio-visual equipment Provides meeting support with responsibility to post agendas and schedules; processes registrations; attends, takes, transcribes, and properly distributes minutes, notes, or other documentation of actions as requested Retrieves, duplicates, scans, distributes, and files a variety of operational, financial, and project records, invoices, and documents; retrieves requested files; creates and main­tains physical and electronic files; maintains up-to-date file lists, indexing, and cross-referencing; assists with document retention and destruction Upon request, may pick up or deliver documents and or packages as needed Coordinates, makes, processes, and confirms transportation and accommodation arrangements for staff; checks and processes expense claims Serves as back up to other support positions and assists others with a variety of support assignments or special projects on an as needed basis Uses discretion in communicating with others analyses accurately.
   
   We are an equal opportunity employer and make hiring decisions based on merit. Recruitment, hiring, training, and job assignments are made without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, or any other protected classification. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

   Copy this example

   

5. Post your job

   To find front office administrators 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 front office administrators they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level front office administrators 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 front office administrator job on Zippia to find and recruit front office administrator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit front office administrators, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   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 front office administrator

   Once you have selected a candidate for the front office administrator 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 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.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is 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.)

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