How to hire an office services representative

How to hire an office services representative, step by step

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

What does an office services representative do?

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1. Identify your hiring needs

   The office services representative 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

   You should also consider the ideal background you'd like them an office services representative to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire an office services representative that fits the bill.

   This list shows salaries for various types of office services representatives.

   Type of Office Services Representative	Description	Hourly rate
   Office Services Representative	Customer service representatives interact with customers to handle complaints, process orders, and provide information about an organization’s products and services.	$12-19
   Enrollment Representative	An enrollment representative directly communicates with clients when it comes to enrollment programs. Although their duties vary on their place or industry of employment, it typically includes helping enrollees understand the program requirements and rules, reaching out to enrollees to provide updates, gathering and processing applications, answering inquiries, and collecting payments when necessary... Show more	$12-18
   Customer Relations Representative	A customer relations representative is responsible for providing the highest customer service by interacting with customers to respond to their inquiries and concerns, process their requests, and resolve their complaints. Customer relations representatives assist the customers with their needs by offering products and services according to their requirements and budget limitations... Show more	$13-24

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Minor Maintenance
   • Photocopying
   • Greeting Visitors
   • Service Calls
   • Billing Charges
   • Postal Regulations
   • Affix Postage
   • Paper Jams
   • Stock Paper
   • Phone Calls
   • Interoffice Correspondence
   • Log Orders
   • Reservations
   • Customer Service

   Check all skills

   Responsibilities:

   • Understand, administer and manage the contract that exists between the contractor and the client (SCE).
   • Assist computer personnel with list of software and hardware requirements relate to cross references of veterans record for eligibility
   • Select as an internal auditor/ advisor to other MAUSER facilities concerning ISO systems.
   • Process payments at IMAX cash register, ushering movies, operating 3-D simulator ride, and manning main phone line.

   More office services representative duties

3. Make a budget

   Including a salary range in your office services representative job description helps attract top candidates to the position. An office services 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 services representative in Maine may be lower than in Alaska, and an entry-level office services representative usually earns less than a senior-level office services representative. Additionally, an office services 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 services representative salary

   $15.59hourly

   $32,418 yearly

   ---

   Entry-level office services representative salary

   $26,000 yearly salary

   Updated December 25, 2025

   Average office services representative salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Washington	$44,956	$22
   2	California	$41,950	$20
   3	Oregon	$40,490	$19
   4	Minnesota	$38,378	$18
   5	District of Columbia	$36,926	$18
   6	New York	$36,622	$18
   7	Massachusetts	$35,980	$17
   8	Illinois	$35,526	$17
   9	Colorado	$35,289	$17
   10	Nebraska	$35,088	$17
   11	Indiana	$34,883	$17
   12	Kansas	$34,718	$17
   13	Wisconsin	$34,674	$17
   14	Delaware	$33,872	$16
   15	Michigan	$33,544	$16
   16	Ohio	$33,360	$16
   17	Georgia	$33,078	$16
   18	Texas	$32,778	$16
   19	Pennsylvania	$32,343	$16
   20	New Jersey	$31,809	$15

   Average office services representative salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	KPMG LLP	$42,322	$20.35	110
   2	Lake County	$34,086	$16.39	2
   3	Dentsu Communications	$33,824	$16.26
   4	Luther Burbank Center for the Arts	$33,553	$16.13
   5	Metro Sales	$33,543	$16.13	1
   6	Ricoh	$33,502	$16.11	93
   7	Northwestern Medicine	$32,869	$15.80	33
   8	THE RIGHT STAFF	$32,511	$15.63	2
   9	Robert Half	$32,485	$15.62	305
   10	UCI Health	$32,228	$15.49	6
   11	Adecco	$32,182	$15.47	69
   12	ManpowerGroup	$32,131	$15.45	54
   13	Canon	$32,041	$15.40	76
   14	Loffler Companies	$31,744	$15.26	7
   15	IST Management	$31,358	$15.08	70
   16	AJC International	$30,856	$14.83

4. Writing an office services representative job description

   A good office services 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 services representative job description:

   Office services representative job description example

   Serves as an initial point of contact and resource for internal and external inquiries regarding service issues on patient accounts.
   Detailed responsibilities:
   
   * Receives and responds to customer inquiries to ensure timely and accurate resolution of patient account issues. Provides assistance/counseling regarding setting up payment plans and resolving billing/collection errors.
   
   * Reviews patient account history and contacts appropriate internal/external resources as necessary to investigate and resolve patient account issues. Refers/escalates issues to appropriate personnel as necessary.
   
   * Documents/notes patient accounts regarding identified issues and responses taken.
   
   Competencies and skills:
   
   Essential:
   
   * STANDARDS OF BEHAVIOR: Acts in a manner that supports the standards of communication, respect, privacy, and teamwork by demonstrating a commitment to professional and ethical conduct.
   
   * CUSTOMER SERVICE: Demonstrates commitment to service excellence by promptly addressing internal/external customer issues/requests, resolving concerns while maintaining a professional image and behavior to build and enhance the patient/family/customer experience.
   
   * ACCOUNTABILITY: Accepts ownership of job roles and specific assignments/goals; works independently, takes responsibility for own actions; admits mistakes and judgment errors; and accepts constructive feedback. Connects personal work results to the accomplishment of team and organizational goals.
   
   * RESPONDING TO CHANGE: Accepts change and adapts in a positive and productive manner; handles unexpected situations and changes in direction calmly and with confidence. Views new assignments and job responsibilities as an opportunity for growth.
   
   * WORKLOAD MANAGEMENT: Manages completion of work assignments based on priority and due dates.
   
   * INSURANCE VERIFICATION: Verifies and enters insurance information and authorization/referral requirements.
   
   * ACCURACY: Completes work assignments within established quality and/or quantity standards.
   
   * ANALYSIS AND DECISION MAKING: Uses decision making processes and tools to analyze situations and make effective decisions.
   
   * EFFECTIVE COMMUNICATION: Communicates effectively with various audiences using the most appropriate method for the situation.
   
   * PROBLEM SOLVING: Ability to identify, analyze and effectively solve problems.
   
   * ORGANIZATION SKILLS: Organizes work to achieve maximum efficiency.
   
   Education:
   
   Essential:
   
   * High School Diploma or Equivalent
   
   Credentials:
   
   Other information:
   
   Complexity of Work: Requires critical thinking skills, decisive judgment and the ability to work with minimal supervision. Must be able to work in a stressful environment and take appropriate action. Required to type 35 wpm.
   
   Required Work Experience: None required.
   
   Working conditions:
   
   Essential:
   
   * Keyboard Entry 80.00%
   
   * Lifting or Carrying 0 - 25 lbs Non-Patient 60.00%
   
   * Pushing or Pulling 0 - 25 lbs Non-Patient 60.00%
   
   * Repetitive Movement Hand/Arm 80.00%
   
   * Sitting 80.00%
   
   * Standing 80.00%
   
   * Walking 80.00%
   
   * Audible Speech 80.00%
   
   * Hearing Acuity 80.00%
   
   * Depth Perception 80.00%
   
   * Seeing - Far 80.00%
   
   * Seeing - Near 80.00%
   
   * Computer Monitor 80.00%
   
   Organizational Profile:
   
   Memorial Healthcare System, consisting of 6 acute care hospitals, a nursing home, outpatient facilities, home health services and physician practices, provides quality, comprehensive care to the residents of the surrounding communities. We invite you to join one of the nation's leading healthcare systems, recognized for use of advanced technology and clinical informatics.
   
   Memorial Support Services provides a variety of business services to support our facilities. The main offices are located in Miramar with satellite offices located throughout our system.
   
   **_Disclaimer:_** _This job description is not intended, nor should it be construed to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. It is intended to indicate the general nature and level of work performed by employees within this classification._
   
   Memorial Healthcare System is proud to be an equal opportunity employer committed to workplace diversity. Memorial Healthcare System recruits, hires and promotes qualified candidates for employment opportunities without regard to race, color, age, religion, gender, gender identity or expression, sexual orientation, national origin, veteran status, disability, genetic information, or any factor prohibited by law. We are proud to offer Veteran's Preference to former military, reservists and military spouses (including widows and widowers). You must indicate your status on your application to take advantage of this program.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right office services representative for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your office services representative job on Zippia to find and recruit office services 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 services 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.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete 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 services representative

   Once you have selected a candidate for the office services representative 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.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   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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How much does it cost to hire an office services representative?