What Does an Office Coordinator Do?
Office coordinators manage a company’s daily operations. Their responsibilities include maintaining office equipment, overseeing administrative staff, and coordinating office events. As part of their duties, they may also schedule appointments, manage office supplies, and handle basic financial duties.
In order to be successful in this role, an office coordinator should possess strong organizational skills as well as leadership abilities. They should also be able to handle administrative tasks, such as record keeping, data entry, and filing. Moreover, they should have experience managing office budgets and coordinating events and have knowledge of basic computer programs, such as Microsoft Office.
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National Average Salary
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:
$40,150
Office Coordinator Job Descriptions
It’s important to include the right content in your job description when hiring an office coordinator. The following examples can serve as templates for attracting the best available talent for your team.
Example 1
The perfect candidate for our office coordinator position will need good organizational and time management skills to complete all the needed administrative tasks throughout the day. As our office coordinator, you’ll most likely be the first person visitors see, so it is important to remain friendly and wear a smile whenever you greet guests. It is also important to work well in a team and understand the needs of others to support colleagues and projects the company is working on. Office coordinators are vital in the everyday operations of the company since they are the business’s main support system as they make sure everything runs smoothly. We want someone who is approachable and who is excited to be a part of our company!
Typical duties and responsibilities
- Answer phone calls and transfer calls when needed
- Greet visitors when they arrive at the office and help connect them to the person they came to meet with
- Manage schedules and organize meeting rooms
- Monitor inventory and order supplies
- Submit work orders for repairs for the general office space
- Schedule equipment repairs with vendors
- Create an effective filing system for record-keeping
- Manage incoming and outcoming mail and packages
- Support colleagues and complete various administrative tasks
Education and experience
- High school diploma or GED
- 1+ years of experience working in an administrative position
Required skills and qualifications
- Friendly and positive attitude
- Strong organizational and time management skills
- Service-oriented personality
- Excellent verbal and written communication skills
- Ability to work well in a fast-paced environment
- Quick typing skills
- Efficient problem-solving and troubleshooting skills
- Great attention to detail
Bonus qualifications
- Advanced knowledge of how to run various office equipment
- Experience in a customer service industry
- Earn a vocational diploma from a business or office-management training program
- Proficient in Microsoft Word and Excel
- An associate or bachelor’s degree in business administration or communications
Example 2
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
Points for
- 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
Example 3
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
Example 4
Purpose
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
Candidate Certifications to Look For
- Professional Administrative Certification of Excellence (PACE). The PACE certification is a popular certificate to earn to help demonstrate to employees a candidate’s willingness to learn in an administrative role. In this course, candidates will learn interpersonal skills, task and project management, computer and technology skills, and management skills. Candidates will be able to sharpen all these skills that are seen to be the most valuable to employers. This certification doesn’t only show a candidate’s competence in the area, but demonstrates to their potential employers that they are willing to take the extra steps to become excellent at their job.
- Certified Administrative Professional (CAP). The CAP is perfect to earn for candidates who don’t have any previous experience in a customer service or administrative role. Candidates will learn more in the following areas: organizational communications, business writing and documents, technology and information distribution, office and records management, event and project management, and operational functions. After completing the course, candidates will take a test that will demonstrate how much they were able to gain from the course. A passed CAP exam is seen to be impressive to many employers, giving people a head start in their professional careers.
- Microsoft 365 Certified: Fundamentals. This Microsoft 365 course will be valuable to every office coordinator. Candidates are in charge of record-keeping and scheduling various meetings, learning about these online programs will help them effectively learn the programs they’ll need for documenting. This course will go over the basics of Microsoft 365 programs, including Word, Excel, Powerpoint, Teams, and Outlook. Candidates will also learn about security and privacy that is built within the Microsoft 365 programs.
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
- Your position is suited for temporary hiring services, contract staffing, or contract-to-hire recruiting, and you intend to direct the work activity.
- You are hiring an employee as a direct placement 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
We recommend CareerBuilder for office coordinator openings:
CareerBuilder
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.
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 Interview Questions
- Why did you pursue a career in office coordination, and what experience do you have?
- To ensure that administrative staff meet their goals and responsibilities, how do you manage them?
- Do you have experience coordinating office events, and how do you ensure they are successfully organized and executed?
- What techniques do you use to prioritize tasks when competing demands occupy your time?
- Do you have experience managing office budgets and processing invoices?
- When handling sensitive information, like personnel files and financial records, how do you ensure confidentiality?
- How do you manage office equipment and ensure that it is working properly?
- What steps do you take to ensure that the office is always stocked with office supplies?
- In what ways did you approach a situation where you had to work under pressure?
- Are there any techniques you use to ensure that your communication with executives, employees, and clients is effective and professional?