Office CoordinatorSample Job Descriptions, Salaries, and Interview Questions
An office coordinator oversees the office environment, manages office tasks and communications, and assists upper management with key functions. A typical day might involve handling incoming and outgoing emails, phone calls, and mail, as well as scheduling meetings, travel, and appointments. and coordinating meetings. Office coordinators help implement office procedures to improve efficiency and flow. They manage office files and records and ensure everyday office and clerical tasks are completed in a timely manner.
An office coordinator has high-level communication and organizational skills. They must be comfortable dealing with customers, clients, and vendors on the phone and in person. They keep track of office expenses, perform basic bookkeeping functions, and handle customer issues. A good understanding of basic accounting principles and office management systems and procedures is required. Office coordinators should be familiar with MS Office and accounting software and should be able to work with typical office equipment. Good organizational skills and the ability to multitask are important.
Sample job description #1
As ABC Company’s Office Coordinator, you’ll play an essential role in shaping the feel of our daily operations. Working directly with the Director of IT & Facilities, you will assist with daily activities at our Denver market office. Our ideal candidate is a positive, self-starter who has a particular attention to detail, is keen on multitasking, and likes to keep things clean and orderly. Normal working hours are from 8:00a – 5:00p, but flexibility is helpful for occasional events. This is a Part Time role, with a minimum of 27 hours per week.
Who we’re looking for
Organized: strong prioritization skills with an affinity for multitasking and the details
Reliable: responsive, available, and present
Self-motivated: always looking for ways to do something better; forward-thinking planner
Autonomous: self-motivated, scrappy, and able to deal with the ambiguity typical of an agile company
Quick: whip smart and able to pick up knowledge on-the-go; you know hustle
What you’ll do
Set up our new hires: arrange their seating space, outfit them in ABC Company gear, and get them situated with their hardware and with our Human Resources team
Facilitate weekly catered meals
Clean, stock and maintain general areas
Greet visitors, offer refreshments, and alert appropriate co-workers of their arrival
Work with building management to maintain employee access, enforce city and building safety regulations
Assist with shipping and receiving logistics, including incoming mail and package deliveries
Coordinate the ordering, storage, and distribution of safety gear and equipment for office, technicians, and vehicles; track these items with extra care and keep meticulous records
1-2 years of administrative, facilities or office experience, preference on exposure to a busy environment
Ability to work independently
Attention to detail is an absolute must
Ability to bustle about, bend, squat and lift up to 30 pounds
Outstanding written and verbal communication skills
Having a positive and professional demeanor
Able to multitask in a fast-paced environment
Bonus points if
Your prior work experience includes time spent in a high growth start-up
You’ve worked with the Google suite
You’re able to juggle rapid inquiries and requests with grace
You have passionate feelings about ABC Company and our mission
Sample job description #2
Seeking a Medical Office Coordinator for our practice who provides administrative expertise to ensure all patients receive high quality, efficient care. We are an amazing team that works hard to support each other and are seeking a phenomenal addition like you who feels patient care is as meaningful as we do. We want you to apply now.
What you will do in this role
Assist with physician credentialing.
Serve as a backup for insurance verification and authorization staff.
Responsible for keeping track of incoming and outgoing physician referrals.
Assist with various back office billing projects as assigned by the Practice Manager.
Government programs data analysis.
Learn front office functions including patient relations, check-in/check-out, scheduling and answering phones in the event of staff shortages.
What qualifications you will need
2 years working in a medical setting is preferred.
Working knowledge of medical health insurance is beneficial.
Working knowledge of using and manipulating Excel is beneficial.
Good oral and written communication skills is highly desired.
Sample job description #3
The Front Office Coordinator (FOC) serves as the first point of contact for ABC Company. The FOC must be enthusiastic and committed and will bring professionalism and poise to ABC Company’s front line. The FOC must have proven efficiency in operating a multi-line phone system, providing clerical support and dealing capably with customers and queries.
Essential duties and responsibilities
Hours: Monday – Friday 8:30am to 5:30pm
Greets all guests and employees
Answers, filters and routes all phone calls
Takes and relay messages.
Maintains visitors list.
Acts as Liaison for ABC Company
Provides coding for all FedEx statements.
Handles all incoming mail and shipments.
Logs all incoming checks for deposit, provides daily deposit slip to AR.
Maintains, update, and distribute employee phone directory.
Manages conference room schedules and troubleshoot scheduling conflicts
Oversees employee loaner vehicle program – 2 vehicles
Places orders for supplies or snacks, as directed
Prepares outgoing shipping and mail
Provides clerical or administrative assistance on special projects, as needed.
Provides support to the accounting group with PA and MEO check runs, liens/waivers and mailing
Closes and prep in break area for next morning set up
Maintain reception area to marketing standards. Clear, clean, and minimalistic appearance
General housekeeping of the Main Conference room, lobby, reception, and mail room areas
Knowledge, education, and experience
5+ years of experience working as an Amin or Receptionist
Construction experience a plus but not required.
High School graduate or equivalent.
Ability to multitask and prioritize tasks
Excellent time management and organizational skills
Great verbal and written communication skills
Professional appearance and discretion are required
Proficiency in Microsoft Word, Excel, Outlook, Google Docs
Excellent customer service and enthusiastic positive attitude.
Proven ability to juggle multiple tasks and responsibilities while taking full ownership of his/her work
Demonstrated success in maintaining composure and effectiveness in the face of competing and complex demands.
Average salary and compensation
The average salary for an office coordinator is $40,100 per year in the United States, with some variation based on your geographic location, experience, and education.
Los Angeles, California
Minneapolis-St. Paul, Minnesota
New York City, New York
Sample interview questions
What daily tasks do you expect to perform as our office coordinator?
How do you make sure company policies are being enforced in the office?
How do you ensure company confidentiality?
What previous experience do you have with administrative work?
Have you completed any additional training or certificates related to this position?
Why would you make a good office coordinator?
How well do you work under pressure?
Tell me about a time you worked well in a team. What part did you play in the project or discussion?
What type of person do you consider your most challenging customer?
How do you improve efficiency in the office?
How do you minimize errors when you’re expected to multitask?
What would you do if a manager was in a meeting but a customer was demanding to see them?
What technology do you use to stay organized?
How fast can you type?
How would you delegate tasks if you need to?
How do you use good customer service to remain positive, calm, and professional in a setting where a custom becomes upset?
We match top professionals with great employers across the country. Your next career move or star employee is just around the corner. Review our career content and advice, browse our latest job openings, or email us your resume. We look forward to connecting with you soon!