Office Coordinator Job Description: Top Duties and Requirements

An Office Coordinator is essential for leading employees and making sure that businesses run smoothly. Their duties include assigning a range of administrative tasks, ensuring staff members keep the office clean and presentable, and creating schedules for many employees.

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Office Coordinator duties and responsibilities

Office Coordinators ensure that employees follow the company’s regulations and policies. They also help workers prepare for visits from clients. Additionally, they assist in the handling of presentations, in the organization of files and other records, and in the implementation of cost-cutting measures such as installing energy-efficient appliances. Office Coordinators also handle unexpected events such as employee absences or last-minute requests from clients. Some other duties and responsibilities in an Office Coordinator job description may include:

  • Giving feedback to employees and answering questions to improve productivity
  • Negotiating with vendors, subcontractors, and clients
  • Using software and equipment specific to the industry
  • Developing and maintaining good relationships with customers and team members
  • Planning office parties, awards ceremonies, and other company-related functions
  • Making sure everyone at the office follows the company’s budget
  • Creating schedules and assigning tasks for employees
  • Making reports for owners or executives
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Office Coordinator Job Description Examples:

 

Example 1

Job description Imagine working for Toronto's Number 1 Real Estate Brokerage. We offer competitive compensation, exciting career opportunities and you can work alongside some of the industry’s best and brightest talent. We believe in engaging our clients throughout the entire Real Estate transaction. Every day the expertise of our team of experienced Realtors are put to the test to offer an unprecedented level customer service and solutions. We are currently sourcing an Office Administrator/Manger who will listen and work together with our colleagues and clients to form long-term relationships, and deliver Real Estate solutions that fit. The Office Administer manages the day-to-day operations of the assigned RE/MAX Hallmark Office. The Office Administrator carries out responsibilities in some or all of the following functional areas: office development, staff leadership, office financial responsibilities, new agent sign ups, office maintenance and recruitment of new staff members. Read on to see if this is a career for you. Key Responsibilities · Take ownership of their RE/MAX Hallmark Office and be proactive in maintaining and improving it · Provide leadership for staff in demonstrating and promoting the highest level of customer service for our agents and their clients · Prepare deposit slips for the Trust, Commission Trust and General Accounts · Manage the new agent on-boarding process, submit applications and coordinate with other departments to have the agent completely on boarded · Add agent to website, provide them with their login credentials · Inform other offices of the new agent and inform the agent about the orientation process · Maintain office supplies, beverages, physical appearance and technology · Arrange for maintenance of office when needed ie: lavatories, heating and air conditioning, lighting and escalate major repairs immediately. · Inform agents of their membership renewal dates prior to expiration · Supervise, communicate and document support staff performance · Identify problems with staff performance and communicate to HR Manager for guidance and measures to correct misconduct · Participate in the recruitment of new staff members, manage vacation schedules, administer staff meetings and escalate concerns to Human Resources · Ensure all important events you are aware of are escalated to management ie: engagements, weddings, deaths etc. · Complete other duties as assigned Qualifications: · High level of computer proficiency including exceptional Microsoft Office skill, experience within a networked environment, and familiarity with Cloud based & Mobile based applications such as Evernote and Dropbox and/or the willingness to learn or upgrade knowledge on any job required technologies or software applications on his/her own time · Highly organized with the ability to multi-task · Superior interpersonal/customer service skills, including excellent telephone manner · The ability to meet deadlines and prioritize · Detail oriented and focused with demonstrated initiative and creativity · Dedicated team player · Professional appearance and demeanour · Excellent written communication skills · Excellent organization & time management skills · Working knowledge of MS Office (Word and Excel), BrokerBay, LoneWolf, TREB, email and internet · Willingness and ability to receive messages (via text, email, or voice) and to respond in a timely manner, including outside of normal office hours when necessary · Real Estate experience is a definite MUST Job Types: Full-time, Permanent Salary: per year COVID-19 considerations: All candidates are required to wear a mask. Work Remotely * No Job Types: Full-time, Permanent Salary: per year Education: * Secondary School (preferred) Experience: * administrative assistant: 1 year (preferred) * receptionist: 1 year (preferred) Expected start date: 2022-02-01

Example 2

*Alive Publishing Group *is North America’s largest and most trusted natural health publisher. Our company Purpose is to Educate, Inspire and Engage in all that we do and that all starts with hiring incredible talent! In this role, you will be an integral part of the alive team, overseeing all office administration needs for both our Canadian and US Offices. As alive’s *Office Coordinator & Receptionist* you are the front-line representative for our organization, providing first class administrative support to our employees, clients, vendors, and guests. You can expect to be partnering with members of our Senior Leadership Team on a variety of projects such as corporate events, tradeshows, culture initiative plus so much more! At _alive_, we are ultra passionate about natural health, and that passion drives everything we do (and how we do it)! We are a dedicated group of individuals who pour that passion into our work every single day. The perfect fit for this role is a roll up your sleeves individual who is nimble in their working style, has impeccable attention to detail, is pro-active in nature, respects project deadlines and who collaborates with all members the team. This ideal candidate must have a positive ‘can-do’ attitude and who enjoys working in a service-based role as part in a dynamic, fun, and highly driven administrative team. *Essential Job Functions: *
  • Maintain an organized and presentable reception area, ensuring visitors’ first impression of alive and our office is an extraordinary one
  • Provide support on all corporate events, tradeshows, and culture initiatives
  • Sort incoming mail, prepare outgoing mail, schedule, log, and track couriers
  • Responsible for boardroom management, facilitate catering, schedule virtual meetings, preparation and clean up for all meetings
  • Manage office supply room, including monitoring inventory and orders.\
  • Provide administrative support to other departments, including HR, alive Academy, Accounting as well as consult with internal staff at all levels to resolve administrative inquiries
  • Complete administrative suite of duties such as, scanning, photocopying, mailing, filing, maintaining spreadsheets, and ad-hoc tasks as required
  • Complete monthly expense reports
  • Co- Chair Health & Safety Committee, take/distribute minutes & ensure completion of follow up tasks
  • Oversee the day-to-day functioning of the office and ensure the smooth running of all facilities and services, including cleaners schedule, staff requests, offsite document coordination, recycling collection, gym schedule etc.
  • Coordinate & set up office moves, new hires seating assignments and any office space inquiries
  • Consulting with the IT service provider to ensure alive’s business needs are met
  • Perform related duties as assigned *Required Skills & Attributes* · 2+ years professional administrative experience · Bookkeeping experience would be an asset · Have a welcoming and cheerful outlook · Must be organized, resourceful, meticulous, and proactive · Approach working with others with a spirit of collaboration · Take pride in your work and be results driven · Proficiency with Microsoft Excel, Outlook, Adobe & Google Apps are competitive assets · Ability to lift boxes up to 25 lbs Reference ID: Office Application deadline: 2022-01-28 Expected start date: 2022-02-07 Job Types: Full-time, Permanent Benefits: * Casual dress * Commuter benefits * Company events * Dental care * Disability insurance * Employee assistance program * Extended health care * Flexible schedule * Life insurance * On-site gym * On-site parking * Paid time off * RRSP match * Tuition reimbursement * Vision care * Wellness program Schedule: * Monday to Friday Application question(s): * Are you aware that this role is a full time IN Office position? Education: * Secondary School (preferred) Experience: * administrative assistant: 2 years (preferred) * receptionist: 1 year (preferred) Work remotely: * No

    • Example 3

    Dynamo Drywall Inc. is looking for a new team member! *Job Description: * _Office Coordinator_ . . *What does an Office Coordinator do?* - Help manage team members and make sure that everyone works together smoothly. - Implement company regulations, track reports according to scheduled protocols, coordinate building maintenance and repairs, and order office supplies, furniture and other equipment when needed. - Schedule meetings, reserve event spaces when needed, and prepare regular memos and emails for the entire office. - Other Tasks as required... . . *Office Coordinator skills and qualifications* - Excellent written and verbal communication skills - Outstanding organization and time management skills - Ability to multi-task and handle various requests from different employees at the same time - Ability to explain complex concepts and demonstrate tasks to customers and employees - Ability to promote the business using social media - Understanding of basic math, accounting, and budgeting - Familiarity with computers, copy machines, fax machines, and other office equipment - Use of Excel, Word, Powerpoint, and Microsoft Outlook is a must. . . *Office Coordinator experience requirements* - At least One year in Similar Position. - We will also take into account No Prior Experience, but will require: The Best Attitude, Proactivity, Eagerness to learn, and Good Skills. . _Initial Wage will depend on Experience, Knowledge, and Skills._ . *.* *Office Coordinator education and training requirements* - Minimum Secondary school diploma or GED - Business Knowledge / Degree / Diploma an Asset - On-the-job training will be provided. . . Part-time hours: 40 per week Job Types: Full-time, Part-time, Permanent, Fixed term contract, Casual, Seasonal, Apprenticeship, Internship / Co-op Salary: $16.00-$25.00 per hour Additional pay: * Bonus pay Benefits: * Casual dress * Dental care * Extended health care * Flexible schedule * On-site parking * Paid time off * Tuition reimbursement Schedule: * 8 hour shift COVID-19 considerations: Common Surfaces require Daily Sanitization. All up-to-date PHO in Place. Work remotely: * Temporarily due to COVID-19

    What does an Office Coordinator do?

    Many businesses depend on Office Coordinators for profitable, efficient operations. They help manage team members and make sure that everyone works together smoothly. Office Coordinators also handle a variety of other tasks. They implement company regulations, track reports according to scheduled protocols, coordinate building maintenance and repairs, and order office supplies, furniture and other equipment when needed. Office Coordinators also schedule meetings, reserve event spaces when needed, and prepare regular memos and emails for the entire office.

    Office Coordinator skills and qualifications

    Successful Office Coordinators are polite, friendly, and professional. They can work with a wide variety of people and personalities, and they’re good at resolving conflicts and making sure that everyone at the office gets along with each other. Office Coordinators can also keep track of a variety of small details and can quickly adapt to changing conditions. Other top skills and qualifications include:

    • Excellent written and verbal communication skills
    • Outstanding organization and time management skills
    • Ability to multi-task and handle various requests from different employees at the same time
    • Extensive knowledge of the services or products the business sells and the industry it works in
    • Ability to explain complex concepts and demonstrate tasks to customers and employees
    • Ability to promote the business using social media
    • Understanding of basic math, accounting, and budgeting
    • Familiarity with computers, copy machines, fax machines, and other office equipment

    Office Coordinator experience requirements

    Most Office Coordinator jobs require at least a few years of administrative experience, preferably in a similar industry to the available position. Look for candidates with previous employment as Receptionists or Clerks. Often, ideal applicants have previous Office Coordinator experience.

    Office Coordinator education and training requirements

    Office Coordinator jobs usually require a secondary school diploma or GED. The position may also require an associate’s or bachelor’s degree in business, business administration, office administration, or something industry related to the position. On-the-job training is sometimes required as well.

    Job description samples for similar positions

    If an Office Coordinator isn’t exactly what your business is searching for, some similar job description samples include:

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    Office Coordinator job description FAQs

    What is the difference between an Office Coordinator and an Office Assistant?

    An Office Coordinator manages Office Assistants, Clerks, Receptionists, and other administrative staff. They make sure everyone works well together and follows company policies. Office Assistants type letters and emails for executives and other staff members, make phone calls, and take care of many other administrative tasks. When they have questions or conflicts with other employees, they go to the Office Coordinator.

    What's a typical day like for an Office Coordinator?

    Office Coordinators work in doctors’ offices, schools, universities, insurance companies, legal firms, and many other varying types of offices. Some Office Coordinators work with company owners or executives, while others work at call centers. Office Coordinators perform most of their work from their desks, but they may also visit other administrative staff members and offer feedback throughout the day. Some Office Coordinators attend staff meetings and celebrations for staff members outside the office as well. Most work full-time and supervise one team or location.

    What makes a good Office Coordinator job description?

    To write an excellent Office Coordinator job description, include an overview of the company and its values, history, and culture. Also mention the location of the office, the type of work it focuses on, and the number of staff members the Office Coordinator will supervise. Discuss any benefits that come with the position, along with the education, experience, and skill levels that are required. Let applicants know about dress codes, the hours they will work, and any software they must be familiar with.

    Job Description Examples

    Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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