Administrative and Office Support Job Descriptions

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 ones for file clerks, data entry specialists, customer service representatives, HR assistants and a variety of other office jobs.

Office Jobs

Each office job description below details the duties and required skills for the position discussed.

 

Administrative

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 co-ordination experience, and the ability to work well with all levels of internal management and staff, as well as 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, filing, and faxing. Extensive software skills are required, as well as Internet research abilities and strong communication skills. Staff in this category also may have the title of department assistant, co-ordinator 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.

Senior Office/Facilities Manager

Responsibilities include those described for office/facilities manager, but the position requires more extensive experience and management skills. Duties may include selecting office vendors and supervising purchasing processes, directing mailroom and maintenance staff, and co-ordinating regular building safety checks and ergonomics training for staff.

Office/Facilities Manager

Co-ordinates various office support services, including purchasing and facilities management. Requires strong communication skills and some accounting knowledge. May include supervision of office administrative staff. At some companies, this role may take on HR responsibilities.

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.

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, co-ordinating the submission of proposals, planning meetings, tracking sales progress, troubleshooting minor technical problems, maintaining department database records, and serving as a liaison between travelling 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, typing business correspondence and transcribing dictation. Must have excellent computer, communication and writing skills; understand local and 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. Also may perform clerical, administrative and sales support duties. Strong organizational, communication and computer skills are required. Customer service, data entry and multi-tasking skills are preferred.

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.

Research Administrator

Conducts research and gathers documentation in order to compile comprehensive reports. Extreme attention to detail and strong Internet and other 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 co-ordinating student orientations. Strong verbal and written communication, customer service, and data entry skills are required.

Project Manager

Responsibilities include those described for project assistant/co-ordinator, 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/co-ordinators.

Project Assistant/Co-ordinator

Works with internal and external parties to initiate and run major projects. Co-ordinates schedules and activities, placing orders for supplies and services, and tracking 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.

Logistics Co-ordinator

Responsible for the logistical processing of customer orders, including co-ordination 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 also is 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.

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.

Document Control Clerk

Responsibilities include controlling the incoming and outgoing documentation process and maintaining files and project reports. Also may 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. Also may edit material and provide basic instruction to presenters. Strong design sense and organizational skills are required.

Back to top

Office Services

Office/Facilities Co-ordinator/Assistant

Supports the office/facilities manager in various office administration duties, including facility and general maintenance services. Requires strong communication abilities, as well as 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.

Back to top

Data Entry

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 and 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 received. Good communication, computer, typing and alphanumeric data entry skills are required.

Back to top

Reception

Front Desk Co-ordinator

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, also may answer incoming calls.

Receptionist

Greets visitors and performs general administrative duties. Handles incoming calls and may operate a switchboard. Also may assist other administrative staff with overflow work, including word processing, data entry and Internet research tasks.

Back to top

Customer Service/Call Centre

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. Also may require research skills to troubleshoot customer problems. Excellent communication abilities and data entry skills are essential.

Call Centre Manager

Hires, trains and manages call centre employees. Responsible for reviewing, implementing and improving call centre 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 Centre Representative

Duties include those described for call centre representative, but the position requires more work experience. Additional responsibilities may include proactive communication with customers and clients, upselling existing accounts, managing database records and supervising staff.

Call Centre Representative

Duties at an inbound call centre include responding to customer inquiries, processing orders and routing calls to appropriate departments. Responsibilities at an outbound call centre include contacting businesses or individuals, describing products or services, and obtaining customer information and leads. Handles a high volume of calls, usually leveraging an autodialer system. Performs data entry, maintains customer databases and logs calls. Excellent communication, customer service and alphanumeric data entry skills are required.

Back to top

Human Resources (HR)

HR Assistant

Screens telephone calls, schedules interviews, researches the Internet to locate potential job candidates, 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/Co-ordinator

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. Also may assist with other HR department projects. Strong computer, communication, interpersonal and organizational skills are required.

HR Benefits Specialist/Co-ordinator

Assists with the operational management of domestic health and welfare benefit programs, the Registered Retirement Savings Plan (RRSP), 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.

Back to top

Administrative Health Care

Patient Registration/Admissions Clerk/Enrolment Specialist

Interviews incoming patients prior to admission to gather demographic and emergency information. Ensures completion of paperwork, sign-in and security procedures. Explains hospital policies, prepares and distributes patient identification bands, and arranges for transportation to assigned hospital rooms. Additional duties may include answering phones, assisting family members, and conducting research for prior hospitalization records and account folders. Sensitivity to confidential matters is required.

Medical Office Administrator

Oversees the day-to-day management of a health-care practice. Responsibilities include hiring and managing staff, developing a business plan, 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 co-ordination and writing (for grant and proposal processes) may be necessary. Taking dictation and synchronizing handheld devices with office computers may be requested.

Medical Secretary/Administrative Assistant

Performs duties similar to those of an administrative assistant but in a hospital, medical office or health care-related industry. Familiarity with medical terminology and filing procedures often is required. This position calls for frequent interaction with vendors and patients. Sensitivity to confidential matters is required.

Medical Transcriptionist

Listens to tapes recorded by medical staff and types information exactly as stated into computer files. May use standard word processing software or customized databases. Requires solid knowledge of medical terminology, spelling and abbreviations, as well as exceptional typing speed (70+ words per minute) and accuracy. Some health-care organizations may seek candidates with backgrounds in a specialized area.

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), co-ordinates 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 health-care facility. Must be familiar with medical terminology. Sensitivity to confidential matters is required.

Medical Records Clerk

Supervises, plans and evaluates the work of clerical staff engaged in medical record processing activities. Duties include the initiation of medical charts, completion of 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, as well as 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.

Surgery Scheduler

Arranges patient and physician schedules for surgical procedures. Reserves operating 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.

Back to top