Front Office Assistant Job Description

Front office assistants greet customers and answer phones, schedule appointments, and manage multiple office tasks. Offices of all types, from medical facilities to corporations, hire front office assistants for part- and full-time work, usually during daytime hours with few or no weekend shifts required. Front office assistants work in a team environment with other office staff members, primarily reporting to the office manager. Travel is not typically required, as front office assistants perform all their job duties within the office.

 

Front Office Assistant Duties and Responsibilities

The daily tasks front office assistants are required to perform vary depending on the type of office they’re in, the main clientele being served, and the number of staff members who work in the office. However, there are many core duties associated with this job that are universal to all front office assistants:

Answer Phones

Front office assistants assist the receptionist with answering incoming phone calls.

Schedule Appointments

Front office assistants schedule appointments as requested.

Sort Mail

Front office assistants sort incoming mail so it can be given to the proper recipient. This includes keeping outgoing mail organized and getting it ready to be sent out.

Route Calls

Front office assistants route calls to the appropriate individual or department as needed.

Greet Clients

Front office assistants greet incoming clients, patients, or customers as they enter the office.

Listen to Voicemail

Front office assistants listen to office voicemail and make notes to record the pertinent information from these messages.

Clerical Tasks

Front office assistants perform a variety of clerical tasks, such as filing, copying, and organizing paperwork.

Maintain Inventory

Front office assistants maintain the office inventory, restocking items and making note of inventory shortages when needed.

Maintain Work Area

Front office assistants keep their work areas clean and neat at all times.

 

Front Office Assistant Skills and Qualifications

Front office assistants greet customers and assist in a variety of office tasks. Offices look for front office assistants who have the right skills to succeed in this job:

  • Customer service – because of their position in the office, front office assistants interact frequently with clients
  • Computer skills – front office assistants use software programs to manage scheduling, enter information into digital files, and create various office documents
  • Attention to detail – to maintain files, keep work areas clean, and take detailed phone messages
  • Communication – front office assistants work in a team-oriented environment
  • Multi-tasking – front office assistants perform a variety of duties at once while answering phones and greeting customers

 

Front Office Assistant Education and Training

Many offices require front office assistants to have a GED or high school diploma. Candidates who have previous work history in customer service and/or office environments can stand out to employers, but past training and education are not typically required for this entry-level job.

Paid training is provided to front office assistants for a period of time that varies by employer. During training, front office assistants work closely with the office manager while they learn how to perform their required tasks.

 

Front Office Assistant Salary and Outlook

The Bureau of Labor Statistics (BLS) shows that secretaries and administrative assistants earned $37,870 median income annually, $18.21 hourly, in 2017. These professionals occupied almost four million jobs in 2016. The BLS estimates that jobs for secretaries and administrative assistants will decline by 5 percent from 2016 to 2026. Secretaries and administrative assistants perform clerical duties, typically in office environments. They organize files, schedule appointments, prepare documents, and support other staff members, performing all the same duties as front office assistants. In many companies, the three job titles are interchangeable. PayScale data shows that front office assistants earned a median hourly salary of $13.13.

Full-time front office assistants usually receive basic insurance coverage from employers that includes health, dental, and vision benefits. Some employers provide life insurance and retirement packages. Paid vacation and sick days are typically offered to the majority of front office assistants. Some employers also offer additional job perks, such as free coffee, wellness program enrollment, and free parking. Part-time front office assistants do not typically receive benefits.

 

Helpful Resources

Use these helpful resources to find job openings for front office assistants, learn workplace techniques, and browse educational tools to succeed in this career:

American Society of Administrative Professionals – This website for front office assistants and other administrative professionals has free webinars, information about certification programs, job openings, and other professional resources.

Administrative Assistant’s and Secretary’s Handbook – Learn techniques for managing phones, scheduling, using computer software, and doing all the tasks that secretaries, administrative assistants, and front office assistants need to know with this handbook.

The Association of Executive and Administrative Professionals – Find seminars, look for job opportunities, and explore education resources for administrative professionals of all kinds at this website.

The Valuable Office Professional – Learn the best way to establish and maintain a good working relationship with the boss in this book for office professionals.

Association of Administrative Professionals – Explore the events calendar, read news updates, and look for jobs at this website for administrative professionals.

Careers: Corporate Secretary – Written in simple, straightforward language, this book explores the ins and outs of being a corporate secretary.

 

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