What does an Office Representative do?

Office Representatives are almost always employed in-house, although they may sometimes work with an agency as a temporary to fill in-demand positions. They handle a wide range of administrative tasks and customer service responsibilities throughout their day. Most importantly, an Office Rep will often be the first employee seen by customers entering the office. As a result, they’re primarily responsible for creating a positive first impression on all guests — not only customers but also other staff, delivery people, potential investors and anyone else who does business with a company. 

An Office Representative’s day-to-day responsibilities can vary, from supporting the operations manager on assigned projects to monitoring office supplies and placing orders when appropriate. 

Office Representative skills and qualifications

Office Representatives will have various prerequisite skills and qualifications before entering a company in this role. They will have administration skills, including the ability to manage and organize paperwork. If they’ve specialized in the medical or health fields, they will also have a thorough understanding of HIPAA regulations. An Office Representative must generally be able to multitask and have good organizational skills. 

• Ability to manage and organize large amounts of paperwork

• Understanding of HIPAA regulations, in some cases

• Strong organizational skills

• Excellent communication skills

• Ability to multitask

Office Representative experience requirements

An Office Representative is often required to be proficient as a front desk representative or similar role, although some companies are willing to train entry-level candidates. They will be required to have at least basic experience with office machines and software pertaining to their job duties. Most companies will require certifications or degrees related to office management and some may require proficiency in English, both written and verbal. Some companies prefer candidates who are bilingual and possess the ability to write and speak a second language. 

Office Representative education and training requirements

Office Representatives aren’t usually required to have a formal degree. When they do, they may receive an associate’s or bachelor’s in business, office administration or office management. In certain fields, applicants with certification programs may be preferred. Certifications that office representatives may hold include Certified Pharmacy Technician and Certified Medical Office Manager, depending on the industry.

Office Representative salary expectations

According to Indeed Salaries, the average salary for an Office Representative is $53,486 per year. Non-cash benefits like a 401(k), health insurance and paid time off are common among these types of jobs. Salary and additional benefits may be dependent on experience, location and company. 

Job description samples for similar positions

If the Office Representative job description isn’t quite what you were looking for, there are samples for similar positions available. Similar positions may include:

• Secretary

• Executive Secretary

• Office Clerk

Office Representative job description FAQs

What is the difference between an Office Representative and a Secretary?

An Office Representative generally works at the front of an office building and handles various administration tasks. They will also work directly with customers and other members of the public. On the other hand, a Secretary’s work is more administrative and often less customer service related. A Secretary will also commonly only do tasks for a single person within the company, such as the CEO or COO. 

What is the difference between an Office Representative and an Office Clerk?

The primary difference between an Office Representative and an Office Clerk is customer service. Whereas the Office Rep will work with customers and the public often, an Office Clerk may not perform customer service tasks. Instead, an Office Clerk often works on filing, organizing, scanning, finding and copying important documents. They may also fill out or manage important forms when necessary. 

What qualities make a good Office Representative?

A good Office Representative will possess excellent customer service qualities and have keen attention to detail. They will have experience in administration and be familiar with clerical duties. A positive attitude and ability to multitask are also usually essential. 

Who does an Office Representative report to?

An Office Representative will most often report to the Office Manager. Depending on the size of the office, they may also report to a shift manager or a lead office representative.