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What Is an Office Coordinator and How to Become One

What Is a Office Coordinator?

An office coordinator is in charge of general office duties. They organize files and stock supplies, accept mail, create memos, send faxes, and perform other clerical procedures as needed. Office coordinators also speak with customers both face-to-face and over the phone. They typically report to an office manager and schedule appointments, take notes during meetings, and organize travel arrangements. This job requires experience working in an office setting. Additional qualifications for this career include strong communication skills and computer proficiency.

How to Become an Office Coordinator

To become an office coordinator, you need a bachelor's degree in business. Your specific responsibilities require on the job training, as every office is different, but administrative experience is beneficial. You need to know how to manage clerical duties, including creating a schedule, maintaining the stock of office supplies, filing, and organizing office memos, emails, and other documents. You must have a general knowledge of business operations, and you should be willing to coordinate with other departments and management. Other qualifications include computer and faxing skills, proficiency with spreadsheet software, excellent organization skills, prior customer service experience, and the ability to keep confidentiality.

Office Coordinator Job Description Sample

With this Office Coordinator job description sample, you can get a good idea of what employers are looking for when hiring for this position. Remember, every employer is different and each will have unique qualifications when they hire for a Office Coordinator role.

Job Summary

We are seeking an organized, personable, and detail-oriented office coordinator to join our organization. You will coordinate various office tasks and functions to ensure office operations run smoothly at all times. Tasks include, but are not limited to, front desk management, answering phones, maintaining office supplies, and scheduling meetings and appointments.

Duties and Responsibilities

  • Welcome clients and visitors to the office and assist them as needed
  • Perform various clerical tasks as needed (file papers, organize supplies, etc.)
  • Take meeting notes and transcribe into email, document or spreadsheet form
  • Prepare and send faxes
  • Answer phones and route calls to appropriate persons
  • Take and deliver phone messages
  • Manage, sort, and dispense incoming mail and faxes
  • Prepare outgoing mail, faxes and packages
  • Perform general bookkeeping duties
  • Maintain staff and company calendars
  • Set appointments, meetings, and conference calls
  • Reserve conference spaces for meetings
  • Notify and remind all parties of upcoming events, lunches, meetings etc.
  • Plan out of town travel arrangements for executives
  • Suggest changes to office task workflow in order to improve efficiency
  • Maintain an organized work space at all times
  • Clean and tidy public office spaces
  • Frequently check office supply stock; reorder supplies when needed
  • Track orders and maintain vendor relationships
  • Attend company meetings and take notes, keep minutes, etc.
  • Train and assign tasks to new office clerks or interns
  • Report any updates or pertinent issues that need addressing to the office manager
  • Uphold and carry out company office policies and procedures

Requirements and Qualifications

  • High school diploma or GED equivalent required
  • Associate’s degree in office administration, management or related field preferred
  • 2+ years working in office admin or hospitality management preferred
  • Computer literate and proficient using Microsoft Suite
  • Experience using office machinery (fax, printer, copier, phone systems etc.)
  • Excellent customer service skills
  • Organized and detail-oriented
  • Outstanding communicator both verbally and written