What does an office representative do?
Office Representatives are administrative professionals assigned to do various admin work in the office. They are in charge of managing communication lines, correspondences, and packages. They are often assigned to sort documents, update records, and file papers in the proper cabinets. Office representatives are considered front desk officers as well. They respond to inquiries by guests, direct guests to their meeting areas, and receive mail. They may also be assigned to manage meeting rooms and update appointment calendars. They should have good communication skills and should be service-oriented.
Office representative responsibilities
Here are examples of responsibilities from real office representative resumes:
- 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.
- Read EOB's, call insurance companies, research accounts to obtain claim status.
- Obtain vital health information (blood pressure, temperature, height, weight) and perform EKG's.
- Monitor and respond to flags within the EMR system to provide chart information throughout the practice for patient care.
- Perform extensive physicals that include audio, EKG, blood collections, PFT, respirator testing and other components.
- Check in and check out, collect co-pays, balance daily deposit, schedule appointments, scan paperwork into EMR.
- Perform telephone triage utilizing approve protocols.
- Attend continuing education courses including OSHA regulations.
- Revise SharePoint site to reflect current information while eliminating duplicate and outdate files.
- Administer executive responsibilities to assist the office manager with administrative task and operating QuickBooks.
Office representative skills and personality traits
We calculated that 20% of Office Representatives are proficient in Patients, Customer Service, and Phone Calls. They’re also known for soft skills such as Detail oriented, Customer-service skills, and Organizational skills.
We break down the percentage of Office Representatives that have these skills listed on their resume here:
- Patients, 20%
Processed registration-related documentation for incoming hospital patients.
- Customer Service, 13%
Provided excellent customer service and accurate information to callers, resolved or documented concerns and relayed messages to appropriate individuals.
- Phone Calls, 8%
Answered patient phone calls and transferred calls/documented phone call information and patient concerns electronically.
- Patient Appointments, 7%
Scheduled patient appointments for patients utilizing scheduling guidelines set for each doctor register patients and obtain correct demographics and insurance information.
- EMR, 5%
Check in and check out, collected co-pays, balanced daily deposit, scheduled appointments, scanned paperwork into EMR.
- Excellent Interpersonal, 5%
Maintained excellent interpersonal, project coordination, and vendor management skills.
Common skills that an office representative uses to do their job include "patients," "customer service," and "phone calls." You can find details on the most important office representative responsibilities below.
Detail oriented. To carry out their duties, the most important skill for an office representative to have is detail oriented. Their role and responsibilities require that "general office clerks perform many clerical tasks that require attention to detail, such as preparing bills." Office representatives often use detail oriented in their day-to-day job, as shown by this real resume: "received payments and reconciled daily customer records.answered phones, and assisted with daily operations.verified insurance coverage and details of policy. "
Customer-service skills. Many office representative duties rely on customer-service skills. "general office clerks often provide general information to company staff, customers, or the public," so an office representative will need this skill often in their role. This resume example is just one of many ways office representative responsibilities rely on customer-service skills: "investigated, documented and submitted insurance claims for customers. "
Organizational skills. Another skill that relates to the job responsibilities of office representatives is organizational skills. This skill is critical to many everyday office representative duties, as "general office clerks file and retrieve records." This example from a resume shows how this skill is used: "exhibited ability to learn office procedures, policies, and organizational techniques in a short period of time. "
The three companies that hire the most office representatives are:
- LifePoint Health30 office representatives jobs
- Dignity Health23 office representatives jobs
- BayCare Health System15 office representatives jobs
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Compare different office representatives
Office representative vs. 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. Other duties include following company policies and procedures, organizing transportation for guests, and handling and resolving guest complaints. In addition, you will also be responsible for invoicing and billing guests for their stay and used services.
There are some key differences in the responsibilities of each position. For example, office representative responsibilities require skills like "phone calls," "excellent interpersonal," "develop leads," and "compassion." Meanwhile a typical front office clerk has skills in areas such as "check-in," "patient care," "hotel services," and "lab results." This difference in skills reveals the differences in what each career does.
Front office clerks earn the highest salaries when working in the government industry, with an average yearly salary of $32,238. On the other hand, office representatives are paid more in the agriculture industry with an average salary of $34,828.front office clerks tend to reach similar levels of education than office representatives. In fact, front office clerks are 2.6% less likely to graduate with a Master's Degree and 0.9% less likely to have a Doctoral Degree.Office representative vs. 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. A front office coordinator also performs administrative and clerical tasks as needed, requiring them to have excellent time-management and organizational skills.
Each career also uses different skills, according to real office representative resumes. While office representative responsibilities can utilize skills like "phone calls," "excellent interpersonal," "develop leads," and "compassion," front office coordinators use skills like "patient referrals," "patient care," "patient insurance," and "physical therapy."
Front office coordinators may earn a higher salary than office representatives, but front office coordinators earn the most pay in the health care industry with an average salary of $32,333. On the other hand, office representatives receive higher pay in the agriculture industry, where they earn an average salary of $34,828.In general, front office coordinators achieve similar levels of education than office representatives. They're 1.8% less likely to obtain a Master's Degree while being 0.9% less likely to earn a Doctoral Degree.Office representative vs. Office aide
Also called an office assistant, an office aide is someone whose responsibility focuses on secretarial and administrative tasks in health practices, schools, businesses, or any other institution. Office aides help with logistical and clerical needs like copying files, curating schedules, and answering phones. They manage and organize files, receive and direct visitors, create presentations, and answer emails. The skills they need include computer and email use, filing documents, answering multiline phone systems, and typing.
There are many key differences between these two careers, including some of the skills required to perform responsibilities within each role. For example, an office representative is likely to be skilled in "patients," "patient appointments," "emr," and "excellent interpersonal," while a typical office aide is skilled in "database systems," "scheduling appointments," "financial aid," and "clerical tasks."
Office aides earn the highest salary when working in the health care industry, where they receive an average salary of $30,366. Comparatively, office representatives have the highest earning potential in the agriculture industry, with an average salary of $34,828.When it comes to education, office aides tend to earn similar degree levels compared to office representatives. In fact, they're 1.4% less likely to earn a Master's Degree, and 0.7% less likely to graduate with a Doctoral Degree.Office representative vs. Office worker
An office worker is responsible for performing administrative and clerical duties to support the daily operations of the business. Office workers assist in receiving calls to respond to the clients' inquiries and concerns, as well as welcoming visitors, verifying their appointments, and leading them to the appropriate personnel and department for their business needs. They also do data processing, sorting mail, and filing documents for easy retrieval and reference, especially during meetings and company activities.
Types of office representative
Updated January 8, 2025
