OfficeTeam places a range of administrative professionals at a variety of organizations. To assist you, we've developed job descriptions for those positions we most commonly place.

Job Categories:

• Administrative
• Office Services
• Data Entry
• Switchboard/Receptionist
• Customer Service / Call Center
• Human Resources
• Administrative Healthcare

Administrative

Senior Executive Assistant

Duties include those described for executive assistant, but the position supports the most senior executives, particularly in large corporations. May supervise other administrative staff. Possesses advanced computer skills along with the ability to train others on system usage. A premium is paid for specific industry expertise.

Executive Assistant

Performs administrative duties for executive management. Responsibilities may include screening calls, making travel and meeting 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, as well as outside clients and vendors.

Senior Administrative Assistant

Duties include those described for administrative assistant but require more work experience within each function. Supports senior-level managers and may supervise other support staff. A premium is paid for specific industry or market 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, 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, 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.

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 coordinating regular building safety checks and ergonomics training for staff. Solid communication and staff management skills are required, as well as some accounting knowledge.

Office/Facilities Manager

Coordinates various office support services, including purchasing and facilities management. Requires strong communication skills and some accounting knowledge. May include supervision of office administrative staff.

Marketing Assistant

Duties include those described for administrative assistant but supports a marketing department exclusively. May assist both full-time employees and freelance staff. Additional duties include assisting 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 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 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 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 a basic understanding of legal terminology.

Property Management Assistant

Duties include those described for administrative assistant but supports a property management company exclusively. Assists with reviewing lease contracts and tracking 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 multitasking skills are preferred.

Claims Processor

Provides administrative support in a claims department. Reviews insurance claims for completeness before processing and submitting them to the claims examiner. Strong data entry, communication and computer skills required. Thorough knowledge of the insurance industry is preferred, as is previous experience.

Research Administrator

Duties include conducting research and gathering documentation in order to compile comprehensive reports. Strong Internet navigation abilities and other computer skills required.

Project Coordinator

Works with internal and external parties to organize the various components needed to initiate, run and conclude major projects. Duties include coordinating 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.

Project Assistant

Similar duties to those described for project coordinator but supports project managers who oversee multiple assignments relating to construction, real estate development or manufacturing. Advanced Microsoft Office skills required, particularly Access, Excel and Project. Must maintain accurate information and be detail-oriented.

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 shipment of requested items, goods or merchandise. Some background 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 qualities for this position.

Document Control Clerk

Responsibilities include controlling the incoming and outgoing documentation process, and maintaining files and project reports. Also may route orders, organize indices 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 proofreaders' 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 on how to use a particular program. Strong design sense and organizational skills required.

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Office Services

Office/Facilities Coordinator/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 basic office equipment. May require computer and data entry skills.

Mail Assistant

Sorts and distributes incoming and outgoing mail. Operates manual and electronic mailing equipment.

File Clerk

Performs clerical tasks, such as systematically 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 some data entry.

Imaging/Scanning Specialist

Sorts and prepares documents for imaging. Scans documents, verifies they are imaged correctly and accurately indexes images. Must have knowledge of document imaging/scanning hardware and software, and experience creating electronic copies of documents. Strong computer skills, including experience with Microsoft Office and document creation software such as Adobe Acrobat, are required.

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Data Entry

Senior Data Entry Specialist

Duties include those described for data entry specialist, but the position requires more work experience for each function. 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 from a variety of sources into a computer database. May take customer orders and enter them into a tracking system.

Senior Order Entry Specialist

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

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 the time it comes in to the time a customer or company receives the product. Good communication, computer, typing and alphanumeric data entry skills required.

Word Processor

Duties include creating, editing and proofreading a variety of documents, including transcribed audio tapes. Proficiency with the latest word-processing software is required. Must be able to establish a filing system to retrieve and revise documents.

Transcriptionist

Duties include transcribing notes, reports, letters or case files. Distributes copies of documents as needed. Strong typing and computer skills required. For those working in law offices, knowledge of legal terminology preferred.

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Switchboard/Receptionist

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 department and executive assistants. Depending on the size of the firm, also may answer incoming calls.

Receptionist

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

Switchboard Operator

Places, receives and routes a high volume of calls through an electronic switchboard. Supplies information to callers, relays messages and announces visitors.

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Customer Service/Call Center

Customer Service/Call Center Manager

Hires, trains and manages members of the customer service department or call center. Resolves escalated or difficult issues regarding client complaints and other matters, and upsells existing accounts. Works closely with managers in other departments, such as sales, on updating policies and procedures for client service.

Senior Customer Service/Call Center Representative

Duties include those described for customer service/call center representative but require stronger work experience for each function. Additional duties may include proactive communication with customers and clients via telephone, email or regular mail; upselling existing accounts; managing database records; drafting status reports on customer service issues; and supervising staff.

Customer Service/Call Center Representative

Duties include receiving and placing telephone calls. Maintains solid customer relationships by handling questions and concerns with speed and professionalism. Performs data entry and uses software programs. Also may require research skills to troubleshoot customer problems. Excellent communication abilities and proven alphanumeric data entry skills are essential.

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Human Resources

Human Resources (HR) Assistant

Responsibilities may include screening telephone calls, scheduling interviews, researching the Internet to locate potential job candidates, scanning resumes, assisting with planning new-employee orientations, compiling materials and maintaining employee database records. Strong computer skills are required, as well as sensitivity to confidential matters.

HR Recruiting Specialist/Coordinator

Duties include internal and external posting of open positions, screening 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 human resources 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 and the Registered Retirement Savings Plan (RRSP), and the Human Resources Information System (HRIS). Helps register employees into 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.

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Administrative Healthcare

Patient Registration/Admissions Clerk/Enrollment Specialist

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

Insurance Referral Coordinator

Serves as a liaison between insurance and healthcare providers to ensure that referrals have been processed correctly for medical specialty visits where required by patient insurance policies. 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 governmental carriers, and offers information to patients prior to medical services being 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

Ensures 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. Oversees all accounts receivable functions and budget for office/department.

Medical Executive Assistant

Performs administrative duties similar to 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 electronic organizers with office computers may be requested.

Medical Secretary/Administrative Assistant

Performs duties similar to 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 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, and exceptional typing speed (70+ wpm) and accuracy. Some healthcare 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), coordinates schedules for 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.

Medical Records Clerk

Supervises, plans and evaluates the work of clerical staff engaged in medical record processing activities. Activities 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, and 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 require 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.

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.

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 preferred.

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.

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