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.

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Office Representative Responsibilities

Here are examples of responsibilities from real office representative resumes representing typical tasks they are likely to perform in their roles.

  • 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 Job Description

Perhaps the hardest question to answer when deciding on a career as an office representative is "should I become an office representative?" You might find this info to be helpful. When compared to other jobs, office representative careers are projected to have a growth rate described as "decline" at -4% from 2018 through 2028. This is in accordance with the Bureau of Labor Statistics. What's more, is that the projected number of opportunities that are predicted to become available for a office representative by 2028 is -110,600.

Office representatives average about $15.64 an hour, which makes the office representative annual salary $32,535. Additionally, office representatives are known to earn anywhere from $23,000 to $45,000 a year. This means that the top-earning office representatives make $23,000 more than the lowest earning ones.

Once you've become an office representative, you may be curious about what other opportunities are out there. Careers aren't one size fits all. For that reason, we discovered some other jobs that you may find appealing. Some jobs you might find interesting include a front office clerk, front office coordinator, office aide, and office worker.

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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.

Choose From 10+ Customizable Office Representative Resume templates

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Some of the skills we found on office representative resumes included "patients," "customer service," and "phone calls." We have detailed the most important office representative responsibilities below.

  • Detail oriented can be considered to be the most important personality trait for an office representative to have. According to a office representative resume, "general office clerks perform many clerical tasks that require attention to detail, such as preparing bills." Office representatives are able to use detail oriented in the following example we gathered from a resume: "received payments and reconciled daily customer records.answered phones, and assisted with daily operations.verified insurance coverage and details of policy. "
  • While it may not be the most important skill, we found that many office representative duties rely on customer-service skills. This example from a office representative explains why: "general office clerks often provide general information to company staff, customers, or the public." This resume example is just one of many ways office representatives are able to utilize customer-service skills: "investigated, documented and submitted insurance claims for customers. "
  • Another skill that is quite popular among office representatives is organizational skills. This skill is very critical to fulfilling every day responsibilities as is shown in this example from a office representative resume: "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. "
  • See the full list of office representative skills.

    Before becoming an office representative, 46.6% earned their bachelor's degree. When it comes down to graduating with a master's degree, 4.9% office representatives went for the extra education. If you're wanting to pursue this career, it may be possible to be successful with a high school degree. In fact, most office representatives have a college degree. But about one out of every five office representatives didn't attend college at all.

    Those office representatives who do attend college, typically earn either a business degree or a health care administration degree. Less commonly earned degrees for office representatives include a communication degree or a psychology degree.

    Once you've obtained the level of education you're comfortable with, you might start applying to companies to become an office representative. We've found that most office representative resumes include experience from LifePoint Health, Dignity Health, and BayCare Health System. Of recent, LifePoint Health had 30 positions open for office representatives. Meanwhile, there are 23 job openings at Dignity Health and 15 at BayCare Health System.

    But if you're interested in companies where you might earn a high salary, office representatives tend to earn the biggest salaries at Citi, BNY Mellon, and PROLIM. Take Citi for example. The median office representative salary is $45,188. At BNY Mellon, office representatives earn an average of $44,112, while the average at PROLIM is $41,569. You should take into consideration how difficult it might be to secure a job with one of these companies.

    View more details on office representative salaries across the United States.

    The three companies that hire the most prestigious office representatives are:

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    What Front Office Clerks Do

    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.

    In this section, we compare the average office representative annual salary with that of a front office clerk. Typically, front office clerks earn a $1,484 lower salary than office representatives earn annually.

    Even though office representatives and front office clerks have vast differences in their careers, a few of the skills required to do both jobs are similar. For example, both careers require patients, customer service, and patient appointments in the day-to-day roles.

    There are some key differences in responsibilities as well. For example, an 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 how truly different these two careers really are.

    Front office clerks receive the highest salaries in the government industry coming in with an average yearly salary of $32,238. But 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.

    What Are The Duties Of a 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.

    Now we're going to look at the front office coordinator profession. On average, front office coordinators earn a $309 higher salary than office representatives a year.

    Not everything about these jobs is different. Take their skills, for example. Office representatives and front office coordinators both include similar skills like "patients," "customer service," and "patient appointments" on their resumes.

    But both careers also use different skills, according to real office representative resumes. While office representative responsibilities can utilize skills like "phone calls," "excellent interpersonal," "develop leads," and "compassion," some 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 side of things, office representatives receive higher paychecks in the agriculture industry where they earn an average of $34,828.

    In general, front office coordinators study at 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.

    How an Office Aide Compares

    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.

    Let's now take a look at the office aide profession. On average, these workers make lower salaries than office representatives with a $3,280 difference per year.

    Using office representatives and office aides resumes, we found that both professions have similar skills such as "customer service," "phone calls," and "office equipment," but the other skills required are very different.

    There are many key differences between these two careers as shown by resumes from each profession. Some of those differences include the skills required to complete responsibilities within each role. As an example of this, 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."

    Additionally, office aides earn a higher salary in the health care industry compared to other industries. In this industry, they receive an average salary of $30,366. Additionally, office representatives earn an average salary of $34,828 in the agriculture industry.

    When it comes to education, office aides tend to earn similar education levels than 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.

    Description Of an 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.

    Now, we'll look at office workers, who generally average a higher pay when compared to office representatives annual salary. In fact, the difference is about $8,468 per year.

    While their salaries may vary, office representatives and office workers both use similar skills to perform their jobs. Resumes from both professions include skills like "customer service," "office equipment," and "data entry. "

    Each job requires different skills like "patients," "phone calls," "patient appointments," and "emr," which might show up on an office representative resume. Whereas office worker might include skills like "payroll," "scheduling appointments," "word processing," and "office machines."

    In general, office workers make a higher salary in the education industry with an average of $40,267. The highest office representative annual salary stems from the agriculture industry.

    The average resume of office workers showed that they earn similar levels of education to office representatives. So much so that the likelihood of them earning a Master's Degree is 1.1% less. Additionally, they're less likely to earn a Doctoral Degree by 0.9%.