Office Coordinator Job Description, Key Duties and Responsibilities

This post provides exhaustive information on the office coordinator job description, including the key duties, tasks, and responsibilities that they commonly perform.

It also highlights the major requirements that you may be expected to fulfill if you are seeking the office coordinator role.

What Does an Office Coordinator Do?

The office coordinator is responsible for preparing and maintaining office supplies and keeping a record of who has what job materials, and who needs to request more.

The office coordinator job description involves arranging office meetings and making sure the meeting room is ready for all appointments.

It also entails preparing a list of all attendees, with their names, addresses, telephone numbers and email addresses.

Office coordinators take minutes in meetings and report to the manager, on how the meeting has been conducted.

They take notes during meetings, to help the manager and their staff prepare after the meeting is over for the necessary action items needed to be completed by the next meeting.

Scheduling meetings, appointments, and interviews and training sessions for new recruits are part of what they do.

Their duties also involve helping in recruiting new employees, by typing advertisements for specific positions that may be vacant at their workplace.

Skilled applicants can send their resumes which help the office manager find a good fit for their business or organization.

Office coordinators help with the recruitment process when they receive several resumes, review the resumes to determine which applicants should be called in for an interview.

Another duty that they commonly perform involves interviewing applicants to make sure they are qualified enough for the job responsibilities they are applying for.

Office coordinators submit comments and recommendations for new employees who need to be hired.

They will present these recommendations to their manager during a staff meeting, and the manager makes a final decision on who should be hired or not.

This position has authority to approve or reject applications from potential employees.

The office coordinator work description also entails interviewing applicants and making a decision whether they are qualified enough for the position or not.

It also entails informing applicants of the company’s policies, as well as how to write a cover letter and fill out job application forms correctly.

Office coordinators give information about their business or organization to people who have applied for a job opening in their company or organization.

They are accountable for checking and maintaining office equipment, such as fax machines, phones, and printers at least once a week to make sure they are working properly and have all parts needed for the machines to function correctly.

Office Coordinator Job Description Example/Sample/Template

The office coordinator job description involves the following duties, tasks, and responsibilities:

• Prepare for and hold client meetings
• Handle administrative tasks, booking offices, meeting rooms, and venues for events and conferences
• Make plans for catering for meetings, conferences, and events
• Arrange for transportation
• Make preparation for pick-ups and drops to and from airports, railway stations, and bus stops
• Maintain staff schedule and diary of events
• Generate invoices for customers billed on a project basis or retainer basis if using accounting software
• Prepare sales proposals by submitting quotations or bids to clients after they have been awarded the contract by the company
• Work with sales representatives to assist in the process of managing a sales pipeline and understanding the marketing requirements for new customers
• Manage the client’s specific requirements for hosting events, conferences and meetings by coordinating catering, entertainment and distribution of promotional materials (i.e., brochures, leaflets, and other materials)
• Perform data entry
• Submit hours worked to payroll department.

Office Coordinator Job Description for Resume

If you are making a new resume or CV as someone who has worked before in the role of an office coordinator or are presently working in that position, then you can create a compelling Professional  Experience section for your resume by applying the above sample office coordinator job description.

You can use the duties and responsibilities of an office coordinator given in the above job description example in highlighting the ones you have done or are currently doing in the Professional Experience part of your resume.

This will show to the recruiter/employer that you have been successful performing the job of an office coordinator, which can significantly boost the effectiveness of your resume, especially if the new position that you are seeking requires someone with some office coordinator work experience.

Office Coordinator Requirements: Skills, Knowledge, and Abilities for Career Success

Here are major requirements that you may be expected to meet to be hired for the office coordinator role:

• A minimum of a High School Diploma or equivalent qualification
• Some college or university course work in business administration or professional certificate program is needed to be competitive in the job market
• Training is needed on the job and formal training can be gained through a Computer Applications program at a local college, trade or technical school
• Most employers prefer that their office coordinators have completed an office administration diploma at a recognized post-secondary institution, however work experience will help to fill the gap if this certificate is not available
• Must be proficient in Microsoft Windows, Word and Excel, and must have a personal computer with a modem and Internet access
• Being proficient in the use of accounting software such as QuickBooks
• Those who wish to advance must also have some knowledge of marketing, advertising and public relations as they are required to meet customers and clients at their offices when necessary
• Being familiar with computer networking, firewalls, and email, Internet, and intranet sites is also helpful
• Fluent written and verbal communication skills in English are essential since the work requires frequent contact with both suppliers and clients in other countries via the Internet and telephone
• Being a good team player as well as being able to work with little supervision are required
• Some travel may be needed in order to attend conventions and trade shows with clients or suppliers
• Proven customer service skills that can assist in building long-term relationships with clients and suppliers.

Office Coordinator Salary

The average income for an office coordinator is $41,374 (glassdoor.com) and $47,224 (indeed.com).

According to Indeed, the best paid cities are: New York, NY, $55,975; Washington, DC, $55,226; Los Angeles, CA, $53,043; Chicago, IL, $52,389; Philadelphia, PA, $50,904 per year.

According to zippia.com, in the United States, there are approximately 678,235 office managers/office coordinators employed.

Women account for 91.2% of all office managers/office coordinators, while men account for 8.8%.

An employed office manager/office coordinator is 46 years old on average.

White office managers/office coordinators are the most common ethnicity (64.5%), followed by Hispanic or Latino (17.6%), Black or African American (10.4%), and Asian (4.9%).

Conclusion

This post is helpful to individuals interested in the office coordinator career. They will be able to learn all they need to know about the duties and responsibilities typically carried out by office coordinators.

It is also useful to recruiters/employers in making a detailed job description for the office coordinator role in their companies.