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 job descriptions for those positions we most commonly place.

Administrative
Administrative healthcare
Customer service/call centre
Data entry
Human resources (HR)
Management
Office services
Reception

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

ADMINISTRATIVE

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.

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.

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.

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.

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.

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.

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.

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.

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.

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 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.

ADMINISTRATIVE HEALTHCARE

Electronic Medical Records Specialist

Duties include the initiation of medical charts, transcription of dictated medical records, and retrieval of medical charts. Scans records and audits them to ensure patient information, treatments and diagnoses are accurately classified. Must have experience with electronic medical record imaging/scanning software. Strong knowledge of medical terminology and procedures, as well as the legal aspects of medical record administration, required.

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.

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 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.

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.

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.

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 answering phones, assisting family members, and conducting research for prior medical records and account folders. Sensitivity to confidential matters is required.

CUSTOMER SERVICE/CALL CENTRE

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 a college diploma or bachelor’s degree or several years of relevant experience.

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.

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 a college diploma or bachelor’s degree or several years of relevant experience.

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.

Senior Call Centre Representative

Duties include those described for call centre 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.

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.

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.

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.

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.

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.

HUMAN RESOURCES (HR)

HR Assistant/Generalist

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 Benefits Specialist/Coordinator

Assists with the operational management of domestic health and welfare benefit programs, 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.

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.

MANAGEMENT

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.

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 human resources (HR) responsibilities, such as maintaining office policies and procedures. Often responsible for managing office moves.

OFFICE SERVICES

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.

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.

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.

Logistics Clerk

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.

Mail Assistant/Clerk

Sorts and distributes incoming and outgoing mail. Operates manual and electronic mailing equipment. Interacts with courier companies.

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.

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.

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.

RECEPTION

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.

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