OfficeTeam places a range of administrative professionals at a variety of office jobs in organizations worldwide. To assist you, we've developed an office job description for those positions we most commonly place, including everything from an administrative assistant job description to detailed information for file clerks, data entry specialists, customer service representatives, HR assistants and a variety of other office jobs.
- Office services
- Data entry
- Customer service/call center
- Human resources (HR)
- Administrative healthcare
Each office job description below details the duties and required skills for the position discussed.
Senior Executive Assistant — Duties include those described for executive assistant, but the position supports the most senior executives, particularly in large corporations. A premium is paid for specific industry expertise. Sensitivity to confidential matters is required.
Executive Assistant — Performs administrative duties for executive management. Responsibilities may include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; training and supervising other support staff; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients and vendors. Sensitivity to confidential matters may be required.
Senior Administrative Assistant — Duties include those described for administrative assistant, but the position requires more work experience within each function. Supports senior-level managers and may supervise other support staff. A premium is paid for specific industry experience. Advanced computer skills and the ability to train others in system usage are preferred.
Administrative Assistant — Performs administrative and office support activities for multiple supervisors. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing. Extensive software skills, Internet research abilities and strong communication skills are required. Staff in this category may also have the title of department assistant, coordinator or associate.
Entry-Level Administrative Assistant — Performs a variety of Internet research functions and uses word processing, spreadsheet and presentation software. Duties also include fielding telephone calls, filing and data entry. May assist with overflow work from administrative and executive assistants and fill in for the office receptionist as needed.
Marketing Assistant — Duties include those described for administrative assistant, but this position supports a marketing department exclusively. May assist both full-time employees and freelance staff. Additional duties include helping with trade show and event planning, creating or updating presentation software files, tracking budgets and expenses, and communicating with external creative service providers. May also be involved in monitoring activity and posting content for an organization’s social media channels.
Sales Assistant — Duties include those described for administrative assistant, but this position supports a sales department exclusively. May assist sales staff based in remote locations. Additional responsibilities may include processing expense reports, coordinating the submission of proposals, planning meetings, tracking sales progress, troubleshooting minor technical problems, maintaining department database records, and serving as a liaison between traveling sales representatives and staff based in the home office.
Specialized Assistant — Legal — Duties include those described for administrative assistant, but this position supports a corporate legal department or law firm exclusively. Additional responsibilities include assisting lawyers with screening client calls, preparing business correspondence and transcribing dictation. Must have excellent computer, communication and writing skills; understand local and state or provincial rules regarding pleadings and discovery formats, deadlines, and filing requirements; be familiar with court structures, vendors and other legal resources; and have basic knowledge of legal terminology.
Property Management Assistant — Duties include those described for administrative assistant, but this position supports a property management company exclusively. Assists with reviewing lease contracts and tracking work orders and rent increases. Responsible for administrative support and landlord/tenant relations, as well as accounts payable functions.
Mortgage Assistant — Responsible for preparing loan documents for review. May distribute signed contracts and organize loan files. May also perform clerical, administrative and sales support duties. Strong organizational, communication and computer skills are required. Customer service, data entry and multitasking skills are preferred.
Research Administrator — Conducts research and gathers documentation in order to compile comprehensive reports. Extreme attention to detail and strong Internet skills are required.
Admissions Assistant — Duties include those described for administrative assistant, but this position supports an admissions department at an educational institution. Additional duties include drafting and distributing student mailings, filing student information, scheduling appointments and processing transcript requests. May assist in coordinating student orientations. Strong verbal and written communication, customer service, and data entry skills are required.
Project Assistant/Coordinator — Works with internal and external parties to initiate and run major projects. Coordinates schedules and activities, places orders for supplies and services, and tracks progress and results. Requires excellent communication skills and extensive knowledge of database and project management software. Often reports to product development, project management or marketing executives.
Purchasing Assistant — Creates, processes and tracks purchase orders. Maintains records of orders and inventory and follows up with vendors on shipment and delivery. Requires strong verbal communication, organizational and time management skills.
Office Manager — Coordinates various office support services, including supervising purchasing processes and selecting vendors. Requires strong communication skills and some accounting knowledge. May oversee other office administrative staff. At some companies, this role may take on HR responsibilities, such as maintaining office policies and procedures. Often responsible for managing office moves.
Facilities Manager — Oversees the maintenance of buildings, grounds, security and office equipment for an organization. Duties include scheduling repairs, renovation projects and safety inspections. May direct maintenance staff and manage contractor and vendor relationships.
Project Manager — Responsibilities include those described for project assistant/coordinator, but the position requires more extensive experience and management skills. Oversees all aspects of the planning, implementation and tracking of projects. May supervise a team of project assistants/coordinators.
Office/Facilities Coordinator/Assistant — Supports the office or facilities manager in various administration duties, including facility and general maintenance services. Requires strong communication abilities, in addition to computer and data entry skills.
Office Clerk — Performs basic clerical tasks. Operates standard office equipment. May require computer and data entry skills.
Mail Assistant/Clerk — Sorts and distributes incoming and outgoing mail. Operates manual and electronic mailing equipment. Interacts with courier companies.
File Clerk — Performs clerical tasks, such as arranging letters, memoranda, invoices and other indexed documents according to an established system. Operates office equipment and completes general office work. Additional duties may include answering telephones and data entry.
Imaging/Scanning Specialist — Sorts and prepares documents for imaging. Scans and verifies documents and indexes images. Must have knowledge of document imaging/scanning hardware and software, as well as experience creating electronic copies of documents. Experience with Microsoft Office and document creation software such as Adobe Acrobat is required.
Claims Processor — Provides administrative support in a claims department. Reviews insurance claims for accuracy and completeness before processing and submitting them to the claims examiner. Strong data entry, communication and computer skills are required. Thorough knowledge of the insurance industry is preferred, as is previous experience.
Logistics Coordinator — Responsible for the logistical processing of customer orders, including coordination with vendors, sales staff, customer service representatives, billing representatives, warehouses and shippers. Arranges shipments. Some experience in purchasing, inventory control, transportation and warehousing functions is needed. Computer proficiency is also required.
Dispatcher — Schedules and dispatches workers, equipment or service vehicles to carry materials or passengers. Records information on each call and prepares detailed reports on all activities occurring during the shift. Communication skills and the ability to work under pressure are important.
Document Control Clerk — Responsibilities include controlling the incoming and outgoing documentation process and maintaining files and project reports. May also route orders, organize indexes and track shipping practices.
Proofreader — Edits copy to ensure proper grammar, spelling, syntax and style. Requires an eye for detail, an ability to use standard proofreading marks, and excellent knowledge of grammar and style.
Presentation Specialist — Uses Microsoft PowerPoint and other software to create internal and external presentations for organizations. May also edit material and provide basic instruction to presenters. Strong design sense and organizational skills are required.
Senior Data Entry Specialist — Duties include those described for data entry specialist, but the position requires more experience. Prioritizes and batches material for data entry. Completes information analysis for procedures and reports. Must have knowledge of technical material and the ability to train and supervise others. Should also be capable of high-volume data entry.
Data Entry Specialist — Inputs information quickly and accurately from a variety of sources into a computer database. May take customer orders and enter them into a tracking system.
Senior Order Entry Specialist — Duties include those described for order entry specialist, but the position requires more experience. Manages order entry activities for the organization. Works with shipping and manufacturing partners to schedule shipments to customers. Resolves customer order issues and assists with training new employees.
Order Entry Specialist — Duties similar to those described for data entry specialist, but the position involves more customer interaction by phone or email. Checks inventory and provides shipping and pricing information. Tracks an order from its placement until the product is delivered. Good communication, computer, typing and alphanumeric data entry skills are required.
Front Desk Coordinator — Manages the company’s lobby area. Greets and directs all visitors, including vendors, clients, job candidates and customers. Ensures completion of paperwork, sign-in and security procedures. Handles special administrative projects, as well as overflow work from other assistants. Depending on the size of the firm, may also answer incoming calls.
Receptionist — Greets visitors and performs general administrative duties. Handles incoming calls and may operate a switchboard. May also assist other administrative staff with overflow work, including word processing, data entry and Internet research tasks.
Customer service/call center
Customer Service Manager — Hires, trains and manages members of the customer service department. Resolves escalated or difficult issues regarding client complaints and other matters. Evaluates team performance. Works closely with managers in other departments on updating policies and procedures for client service. Some employers require an associate or bachelor’s degree or several years of relevant experience.
Senior Customer Service Representative — Duties include those described for customer service representative, but the position requires stronger work experience for each function. Additional duties may include resolving customer complaints, managing database records, drafting status reports on customer service issues and supervising staff.
Customer Service Representative — Receives and places telephone calls. Maintains solid customer relationships by handling questions and concerns with speed and professionalism. Performs data entry. May also require research skills to troubleshoot customer problems. Excellent communication abilities and data entry skills are essential.
Call Center Manager — Hires, trains and manages call center employees. Responsible for reviewing, implementing and improving call center policies and procedures. Tracks call volume and quality and prepares reports for company management. Some employers require an associate or bachelor’s degree or several years of relevant experience.
Senior Call Center Representative — Duties include those described for call center representative, but the position requires more work experience. Additional responsibilities may include communication with customers and clients, upselling existing accounts, managing database records, and supervising staff.
Call Center Representative — Duties at an inbound call center include responding to customer inquiries, processing orders and routing calls to appropriate departments. Responsibilities at an outbound call center include contacting businesses or individuals, describing products or services, and obtaining customer information and leads. Handles a high volume of calls, usually leveraging an auto dialer system. Performs data entry, maintains customer databases and logs calls. Excellent communication, customer service and alphanumeric data entry skills are required.
Human resources (HR)
HR Assistant — Screens telephone calls, schedules interviews and conducts Internet research to locate potential job candidates. Also scans resumes, assists with planning new employee orientations, compiles materials and maintains employee database records. Strong computer skills are required, as is sensitivity to confidential matters.
HR Recruiting Specialist/Coordinator — Duties include internal and external posting of open positions, evaluating candidates to ensure they meet company hiring standards, and preparing offer letters. Additional responsibilities may include overseeing applicant tracking and conducting recruiting analysis. May also assist with other HR department projects. Strong computer, communication, interpersonal and organizational skills are required.
HR Benefits Specialist/Coordinator — Assists with the operational management of domestic health and welfare benefit programs, 401(k) plans or Registered Retirement Savings Plans (RRSPs), and the Human Resources Information System (HRIS). Helps register employees for benefit plans, serves as the primary contact for benefit-related questions or complaints, and works directly with vendors to resolve issues. Strong computer, communication, interpersonal and organizational skills are required.
Patient Registration/Intake/Admissions Clerk — Interviews incoming patients prior to admission to gather demographic, insurance and emergency information. Ensures completion of paperwork, sign-in and security procedures. Explains facility policies, prepares and distributes patient identification bands, and arranges for transportation to assigned rooms. Additional duties may include collecting copayments, answering phones, assisting family members, and conducting research for prior medical records and account folders. Sensitivity to confidential matters is required.
Insurance Referral Coordinator — Serves as a liaison between insurance and healthcare providers to ensure required referrals have been processed correctly for medical specialty visits. Must have a solid understanding of insurance procedures and a working knowledge of medical terminology and coding. Knowledge of medical billing is a plus.
Insurance Verification Clerk — Provides support to medical billing staff. Clarifies and verifies details of insurance coverage with private or government carriers and offers information to patients before medical services are provided. Obtains insurance authorization for medical procedures, tracks physician referrals and provides necessary details to billing staff. The position involves heavy phone interaction and demands top customer service and problem-solving skills in working with physicians, claims processors, medical billers and patients.
Medical Office Administrator — Oversees the day-to-day management of a healthcare practice. Responsibilities include hiring and managing staff, developing a business plan, interacting with insurance companies, handling contracts, and attending seminars to remain current with rules and regulations. Manages all accounts receivable functions and the budget for the office/department.
Medical Executive Assistant — Performs administrative duties similar to those of an executive assistant but for medical executives, including C-level hospital executives, department chairs and senior administrators. Knowledge of software programs and medical terminology is required. Previous experience in project coordination and writing (for grant and proposal processes) may be necessary. Taking dictation and synchronizing handheld devices with office computers may be required.
Medical Secretary/Administrative Assistant — Performs duties similar to those of an administrative assistant but in a hospital, medical office or healthcare-related industry, such as insurance. Familiarity with medical terminology, claims management and filing procedures is often required. This position calls for frequent interaction with vendors and patients. Sensitivity to confidential matters is required.
Medical Front Desk Coordinator — Greets and directs all visitors, including patients, representatives, job candidates and customers. Ensures completion of paperwork, sign-in and security procedures, and scheduling of patients. In larger organizations, acts as the lead for all front desk staff (including receptionists and/or schedulers), coordinates schedules for the front desk, assists in managerial tasks and serves as the initial contact in problem resolution.
Medical Receptionist — Greets visitors, handles incoming calls, schedules appointments and performs general administrative duties in a healthcare facility. Must be familiar with medical terminology. Sensitivity to confidential matters is required.
Electronic Medical Records (EMR) Abstractor/Auditor — Extracts key data from patient records and enters a summary of this information into electronic files. Reviews scanned records to verify information has been correctly transferred and saved.
EMR Quality Assurance Specialist — Audits medical records to ensure patient information, treatments and diagnoses are accurately classified using ICD-9/ICD-10, Current Procedural Terminology (CPT) and/or Healthcare Common Procedure Coding System (HCPCS).
EMR Clerk — Duties include the initiation of medical charts, completion of insurance forms and death and birth certificates, transcription of dictated medical records, and retrieval of medical charts. Must possess strong knowledge of medical terminology and procedures, as well as the legal aspects of medical record administration.
Medical Records Scanner — Sorts and prepares medical records for conversion to electronic format. Scans records, verifies they are imaged correctly and accurately indexes images. Must have knowledge of electronic medical record imaging/ scanning hardware and software, in addition to experience creating electronic copies of documents.
Medical Data Entry Specialist — Enters alphanumeric information into computer system. Stores, retrieves and updates files. Completes information analysis for procedures and reports. Requires knowledge of medical terminology, software systems and filing procedures.
Senior Medical Customer Service Representative — Duties include those described for medical customer service representative, but the position requires stronger work experience for each function. Additional duties may include communicating with patients and providers via telephone, email or regular mail; managing database records; drafting status reports on customer service issues; and supervising staff.
Medical Customer Service Representative — Duties include receiving and placing telephone calls. Answers questions from patients and providers with speed and professionalism. Performs data entry and uses software programs. May also require research skills to troubleshoot patient problems. Excellent communication abilities are essential.
Member Services/Enrollment Manager — Supervises staff who take calls from providers and members with inquiries about claims, benefits and other issues. Responsible for the quality assurance of the organization.
Customer Service/Member Services Representative/Enrollment Specialist — Ensures customer satisfaction by responding to customer needs. Duties include processing claim orders, verifying transactions, preparing correspondence and solving problems.
Medical Scheduler — Arranges patient and physician schedules for medical and surgical procedures. Reserves rooms and schedules support staff. Requires strong computer skills, sensitivity to confidential information and excellent communication abilities.
Dental Scheduler/Receptionist — Greets patients, schedules appointments, handles incoming calls and performs general administrative duties in a dental practice. Requires computer knowledge and excellent communication skills.
Credentialing Specialist — Under supervision, coordinates the credentialing procedure by compiling and processing applications in compliance with federal, state/provincial, program and regional requirements. Ensures consistent documentation and accuracy of physicians’ credentials. Strong computer skills and knowledge of medical terminology required. Those with Certified Provider Credentialing Specialist (CPCS) designation are preferred.
Certified Medical Coding Manager — Oversees daily operations of the coding department. Duties include those described for certified coding specialist, but the position requires greater work experience for each function. Strong knowledge of medical terminology and a professional demeanor are required.
Certified Coding Specialist — Generally works in a hospital setting, referring to a patient’s medical chart and selecting proper codes to classify procedures performed, diagnostic information collected and treatment provided. Uses ICD-9/ICD-10, CPT and/or HCPCS coding systems. Forwards completed documentation to medical billers for processing and payment. Certified Coding Specialist (CCS) certification is required. Some hospitals may also require experience in a specialty area, such as oncology, surgery or pediatrics. May interact with physicians or other medical staff to clarify points of diagnosis. Requires knowledge of medical terminology and abbreviations, solid attention to detail, and sensitivity to confidential information.
Certified Professional Coder — Duties include those described for certified coding specialist, but this professional typically works in a physician’s office. Certified Professional Coder (CPC) certification is required.
Provider Relations Specialist — Acts as a liaison between providers and the health plan. Educates providers concerning network participation and other plan policies and procedures. Investigates and resolves providers’ inquiries regarding claims submission and processing, including reimbursement issues. Requires the ability to explain and differentiate among multiple insurance plans and contract features. May work directly with plan members to assist in locating the best medical treatment supported by their plan.