How to hire an office representative

How to hire an office representative, step by step

Here's a step-by-step office representative hiring guide:

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

What does an office representative do?

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1. Identify your hiring needs

   Before you start hiring an office representative, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

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

   Yes

   No

   An office representative's background is also an important factor in determining whether they'll be a good fit for the position. For example, office representatives 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 office representatives.

   Type of Office Representative	Description	Hourly rate
   Office Representative	General office clerks perform a variety of clerical tasks, including answering telephones, typing documents, and filing records.	$11-21
   Front Office Clerk	A front office clerk performs various administrative and secretarial duties, including welcoming and greeting clients and visitors, answering telephone calls, and managing the office budget. You will be responsible for monitoring, organizing, and forwarding emails and maintaining files and records... Show more	$12-17
   Front Office Coordinator	A front office coordinator is responsible for assisting clients with their inquiries and concerns and directing them to the appropriate department and personnel to immediately address their needs. Front office coordinators schedule appointments, verify visitors' identities by checking their credentials for security purposes, processing service payments, updating customers' data and visitation log on the database, and escalating high-level complaints... Show more	$12-20

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Customer Service
   • Phone Calls
   • Patient Appointments
   • EMR
   • Excellent Interpersonal
   • Patient Registration
   • Develop Leads
   • Compassion
   • Customer Relationships
   • Work Ethic
   • Life Insurance
   • Policy Changes
   • Review Process

   Check all skills

   Responsibilities:

   • Manage the medical front office and coordinate business operations with physicians and legal staff for a busy MRI facility.
   • Manage correspondence and documentation for OSHA compliance and hold some accounts payable responsibilities by coding invoices for processing and payment.
   • Manage operational FedEx relationship through order fulfillment, shipment tracking, and communication with parties involve in shipment transaction.
   • Reconcile any EOB, insurance payment or discount errors.
   • Perform physician coding abstracting medical records with ICD-10, and CPT.
   • Post payments and enter charges utilizing appropriate ICD9 and CPT codes.

   More office representative duties

3. Make a budget

   Including a salary range in your office representative job description helps attract top candidates to the position. An office representative salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

   For example, the average salary for an office representative in Florida may be lower than in New York, and an entry-level office representative usually earns less than a senior-level office representative. Additionally, an office representative with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

   Average office representative salary

   $15.64hourly

   $32,535 yearly

   ---

   Entry-level office representative salary

   $23,000 yearly salary

   Updated December 23, 2025

   Average office representative salary by state

   Rank	State	Avg. salary	Hourly rate
   1	New York	$44,081	$21
   2	California	$40,635	$20
   3	Pennsylvania	$38,690	$19
   4	Minnesota	$38,531	$19
   5	Illinois	$38,269	$18
   6	Nevada	$37,497	$18
   7	Oregon	$37,406	$18
   8	Colorado	$37,054	$18
   9	Michigan	$36,157	$17
   10	Ohio	$35,417	$17
   11	Arizona	$33,167	$16
   12	Virginia	$31,056	$15
   13	North Carolina	$30,904	$15
   14	Texas	$30,345	$15
   15	Arkansas	$29,940	$14
   16	Georgia	$29,338	$14
   17	Missouri	$29,262	$14
   18	Tennessee	$28,471	$14
   19	Kentucky	$28,422	$14
   20	West Virginia	$28,057	$13

   Average office representative salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Citi	$45,188	$21.73	8
   2	BNY Mellon	$44,112	$21.21	10
   3	PROLIM	$41,569	$19.99
   4	Brown University	$39,208	$18.85	56
   5	Catholic Health East	$38,546	$18.53	12
   6	Ohio's Hospice	$37,870	$18.21
   7	Dignity Health	$37,795	$18.17	75
   8	White County	$37,387	$17.97
   9	Sharp HealthCare	$37,378	$17.97	2
   10	Ricoh	$36,828	$17.71	17
   11	Resolve	$36,619	$17.61
   12	Radisson Hotels International Inc	$36,244	$17.43
   13	Ohio's Hospice of Dayton	$36,079	$17.35
   14	BayCare Health System	$35,957	$17.29	42
   15	Bethany Health Care Center, Inc.	$35,535	$17.08
   16	Banner Health	$35,411	$17.02	37
   17	John Little – State Farm Agent	$35,317	$16.98	7
   18	LifePoint Health	$35,047	$16.85	82
   19	State Farm	$34,863	$16.76	15
   20	Serco	$34,598	$16.63	6

4. Writing an office representative job description

   A good office representative 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 an office representative job description:

   Office representative job description example

   Middle Office - S2Under minimal supervision, provides accounting and trading support activities for funds of moderate complexity. Performs reviews of moderately complex documents processed from across the Bank to confirm compliance with established processes and procedures. Under minimal supervision, performs moderately complex functions supporting accounting, trading and client services activities including book-keeping and data review. Reviews moderate volume of documents to ensure processors followed established procedures and took on minimal risk. Leverages some knowledge of processes of procedures to confirm findings. Tracks fund data and trades. Maintains records of moderate complexity in accordance with department policies and procedures. Provides requested data to team members.Searches for fail points in processes and drafts error reports to be provided to clients. Has some knowledge of compliance rules and service level agreements. Escalates external errors. Correction of internal errors is at the discretion of the client. Uses some knowledge of what constitutes an exception to review and identify exceptions in documentation. Confirms findings with more senior team members. If exceptions are found, checks against review guidelines to see if internal and client procedures were followed. Prepares system-generated reports or templates and conducts general data validation and reconciliation. Reviews work of junior team members.No direct reports. Provides guidance to less experienced Middle Office support staff, as needed.Responsible for the quality and completion of own work.
   
   High school/secondary school or the equivalent combination of education and experience is required. Bachelors degree a plus, mutual fund industry background preferred. 1-2 years of total work experience preferred. Experience in accounting support or the mutual fund industry preferred..
   
   BNY Mellon is an Equal Employment Opportunity/Affirmative Action Employer. Minorities/Females/Individuals with Disabilities/Protected Veterans. Our ambition is to build the best global team – one that is representative and inclusive of the diverse talent, clients and communities we work with and serve – and to empower our team to do their best work. We support wellbeing and a balanced life, and offer a range of family-friendly, inclusive employment policies and employee forums.
   Employer Description:
   
   For over 230 years, the people of BNY Mellon have been at the forefront of finance, expanding the financial markets while supporting investors throughout the investment lifecycle. BNY Mellon can act as a single point of contact for clients looking to create, trade, hold, manage, service, distribute or restructure investments and safeguards nearly one-fifth of the world's financial assets. BNY Mellon remains one of the safest, most trusted and admired companies. Every day our employees make their mark by helping clients better manage and service their financial assets around the world. Whether providing financial services for institutions, corporations or individual investors, clients count on the people of BNY Mellon across time zones and in 35 countries and more than 100 markets. It's the collective ambition, innovative thinking and exceptionally focused client service paired with a commitment to doing what is right that continues to set us apart. Make your mark: bnymellon.com/careers.
   
   EEO Statement:
   
   BNY Mellon is an Equal Employment Opportunity/Affirmative Action Employer. Minorities/Females/Individuals With Disabilities/Protected Veterans. Our ambition is to build the best global team – one that is representative and inclusive of the diverse talent, clients and communities we work with and serve – and to empower our team to do their best work. We support wellbeing and a balanced life, and offer a range of family-friendly, inclusive employment policies and employee forums.

   Copy this example

   

5. Post your job

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

6. Interview candidates

   Your first interview with office representative candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of 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 office representative

   Once you've selected the best office representative candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   Once that's done, you can draft an onboarding schedule for the new office representative. 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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How much does it cost to hire an office representative?