How to hire a phone operator

How to hire a phone operator, step by step

Here's a step-by-step phone operator hiring guide:

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

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1. Identify your hiring needs

   Before you post your phone operator job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a phone operator for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

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

   Yes

   No

   A phone operator's background is also an important factor in determining whether they'll be a good fit for the position. For example, phone operators 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 presents phone operator salaries for various positions.

   Type of Phone Operator	Description	Hourly rate
   Phone Operator		$12-17
   Appointment Coordinator	Appointment coordinators are professionals who are responsible for coordinating and initiating business appointments between external associates and the organization's top management. These coordinators are required to schedule all appointments for their customer service representatives and directing them to maintain a positive attitude and customer service to their clients... Show more	$12-17
   Telecommunication Operator	A Telecommunication Operator handles all incoming calls and transfers them when necessary to appropriate quarters. As a Telecommunication operator, you will be tasked with responding to inquiries, answering messages, and passing along communication to the right individuals... Show more	$14-24

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Customer Service
   • Phone Calls
   • Telephone Calls
   • Front Desk
   • Computer System
   • Schedule Appointments
   • Direct Calls
   • Emergency Situations
   • Inbound Calls
   • PBX
   • DR
   • Multi-Line Phone System
   • Patient Appointments

   Check all skills

   Responsibilities:

   • Manage incoming calls from patients and medical professionals by utilizing telephonic paging system and manual messaging.
   • Answer phone calls for att and directv
   • Up sell customers to DirecTV bundles as well as internet, cell phone service, long distance and home phone service.
   • Illistrate confidentiality of veterans when discussing concerns as it relate to medical treatments in compliance with HIPPA regulations.
   • Up sell customers to DirecTV bundles as well as internet, cell phone service, long distance and home phone service.

3. Make a budget

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

   • Location. For example, phone operators' average salary in tennessee is 28% less than in minnesota.
   • Seniority. Entry-level phone operators earn 31% less than senior-level phone operators.
   • Certifications. A phone operator 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 phone operator's salary.

   Average phone operator salary

   $14.56hourly

   $30,289 yearly

   ---

   Entry-level phone operator salary

   $25,000 yearly salary

   Updated January 23, 2026

4. Writing a phone operator job description

   A job description for a phone operator role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a phone operator job description:

   Phone operator job description example

   Full Time Seasonal Position
   The Phone Operator will warmly and enthusiastically greet all incoming calls and assists callers with answers to their questions and ensures theirs calls are forwarded to their desired location. You are also an integral member of the team that handles emergency situations by acting as the communication center and dispatcher for the emergency response team.
   
   Benefits for our Phone Operators:
   Referral Bonuses Hotel, Restaurant, Spa and Retail Discounts at Our Portfolio of Hotels
   Responsibilities
   Enthusiastically greet all incoming calls, knowledgeably answer questions, anticipate the callers needs, and respond promptly with your personal spirit, however busy and whatever time of day. Create memorable experiences with a fantastic, welcoming personality that can relate to guests & associates. Utilize the freedom to go beyond to take initiative to resolve guest complaints and create loyalty. Share your personal passions and knowledge of the services and amenities available to guests to help them feel at home. Collaborate with team members to communicate what you see and hear to staff and management to ensure the guests' needs are being met. Enjoy multi-tasking at a fast pace while having an impeccable eye for detail to ensure accuracy and efficiency. Calmly and confidently communicate with and dispatch appropriate emergency personnel.
   Qualifications
   
   A qualified applicant is a "people person" who is flexible with their schedule, loves to serve others, knows how to multi-task and isn't easily flustered.
   Flexibility. This is a demanding business and we look for flexibility with work days and hours, but it's also a lot of fun! Experience. Previous experience passionately providing service to others and assisting with emergency situations. People Person. The best part of serving others is creating experiences for them that go beyond the expected. Great communicator. Providing amazing experiences requires the ability to communicate fluently in English.
   Needed Attributes
   Employees must fulfill their performance standards for this position and comply with policies, rules and procedures of the Hotel, including those set out in the Employee Handbook or otherwise communicated (verbally or in writing) to employees. The job description is intended to describe the general nature and work responsibilities of the position. This job description and duties of this position are subject to change, modification and addition as deemed necessary by the Hotel. Employees are required to comply with supervisory instructions and perform other job duties, responsibilities and assignments requested by supervisors, managers or other Hotel Officials.
   We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

   Copy this example

   

5. Post your job

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

6. Interview candidates

   To successfully recruit phone operators, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates 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 phone operator

   Once you've selected the best phone operator 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 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 phone operator first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

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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