What is an Office Coordinator?
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.
Office coordinators have 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.
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Average Salary and Compensation
Office coordinator salaries vary by experience, industry, organization size, and geography. To explore salary ranges by local market, please visit our sister site zengig.com.
The average U.S. salary for an Office Coordinator is:
How to Hire an Office Coordinator
When hiring an office coordinator, first consider the following:
- Recruiting: Do you have the knowledge, tools, and resources to attract and screen candidates?
- Complexity: Do you need a senior professional, or will mid or junior-level skills and experience suffice?
- Duration: Is this a one-time project or an ongoing need?
- Management: Do you have the time and expertise to direct the work effectively?
- Urgency: How soon does the work need to be completed?
- Headcount: Do you have the budget and approval for an internal employee, or should you consider alternate options?
Answering these questions will help determine the best course of action for your current hiring need. Fortunately, great options exist for every scenario. These are our recommendations:
1. Use 4 Corner Resources (or another professional recruiting firm)
The heavy lifting is done for you when working with a top-tier staffing company like 4 Corner Resources. We source, screen, recruit, and deliver only the most qualified candidate(s), saving you significant time and effort throughout the hiring process while you remain focused on your core business. Understanding your needs and ensuring the right candidate for the position is the key to our success.
This is the best route to take when:
- You need to fill the position quickly
- You want access to a vast talent pool of high-quality, prescreened candidates
- You intend to hire on a temporary, contract, or contract-to-hire basis and direct the work activity
- You are hiring a direct employee but aren’t able to recruit effectively or efficiently with your internal staff
- You aren’t familiar with current salary rates, market trends, and available skill sets
2. Advertise your opening on a top job board
Your best option may be to advertise your opening on a proven job board. There are many widely used job sites out there that draw visits from qualified candidates. If you have someone internally who can dedicate the time and energy to sort through applications and screen individuals effectively, this can be a great choice.
We recommend using a job board when:
- Your internal recruiting team has the knowledge and experience to assess candidate qualifications
- You are hiring a direct employee and have time to manage the entire recruiting effort
- You have a process for receiving, screening, and tracking all resumes and applications
- You are prepared to respond to all applicants
There are many career sites out there. Here are the two we recommend for an office coordinator opening:
CareerBuilder has been a trusted source for hiring since 1995. Reach 80+ million unique, diverse U.S. job seekers annually by posting your jobs through their talent acquisition channels. Through CareerBuilder, you can engage candidates and drive them into your sourcing pipeline. We recommend using CareerBuilder for hiring when you have the internal resources and processes to review, screen, and reply to all applicants.
LinkedIn is a social network for job seekers, professionals, and businesses. With this popular job site, you can enhance your brand and advertise your open position to a wide audience of motivated, qualified candidates. Job postings on LinkedIn are also extremely streamlined and user-friendly, making it even easier for candidates to apply. Additionally, applicants can use their LinkedIn profile instead of a resume to expedite the process.
3. Leverage your internal resources
You can utilize your own website, social media, and employees to assist in your search for top candidates.
A company website posting should be the first step in notifying prospective candidates that you are hiring. Social media can also be a powerful tool for spreading the word about your new opening. As far as exposure is concerned, this option can be as good as some job boards when you have a large enough following across various platforms, like LinkedIn, Instagram, Facebook, TikTok, and Twitter.
Current employees are every organization’s greatest asset. Encourage your internal team to promote job openings to their network by offering cash and other incentives.
We recommend these options when:
- Your brand has great name recognition
- You can consistently monitor and respond to candidate activity through your website and social media accounts
- You have a process in place to quickly and broadly communicate job openings and requirements
- You have an effective employee referral program in place
If you aren’t sure which path is best, schedule a discovery call today with our seasoned recruiting professionals. The 4 Corner team is on standby to help you find the best option for your unique hiring need.
Sample Job Descriptions
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 and Facilities, you will assist with daily activities at our (City) 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
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
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 Admin 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 their work
- Demonstrated success in maintaining composure and effectiveness in the face of competing and complex demands
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?