No matter how big or small an organization is, the need to coordinate tasks (and people) is always eminent. Office coordinators are hired to act as administrative hubs by ensuring that the operations and logistics are managed in a way that facilitates smooth functioning of an office. They usually act as a first point of contact by presenting a professional image to the masses. They schedule appointments, answer any questions put to them and create correspondence.
Hiring office coordinators is becoming crucial as more and more employers are beginning to understand the impact of this professional on running an organized office. Office coordinators manage a lot of details for the managers and executives of companies, allowing them to focus on more important functions. Being an integral part of any office, office coordinators manage follow up calls, arrange meetings, provide administrative support between departments and manage travel logistics.
In order to better understand what this role demands from an individual, you may refer to the list of duties that an office coordinator is expected to perform.
Duties and Responsibilities of an Office Coordinator
• Act as the first point of contact for visitors and guests
• Maintain office space to present an inviting atmosphere
• Manage incoming and outgoing mail along with shipping and receiving duties
• Take dictation and prepare correspondence
• Manage inventory of supplies and equipment
• Liaise between departments
• Ensure that staff’s travel arrangements are well taken care of
• Monitor and track travel expenses
• Provide support to marketing, sales and communications departments by maintaining mailing lists and coordinating efforts between them
• Monitor and fulfill staff needs
• Schedule interviews for the human resource department and assist in orientations
• Communicate with current and potential clients to determine needs and resolve issues
• Ensure building maintenance by coordinating activities of the maintenance staff
• Review and distribute incoming correspondence
• Maintain accurate staff records
• Gather and summarize data for preparing presentations
• Brief executives on the time, venue and agenda of meetings and presentations
• Order office supplies and ensure adequate supplies are maintained at all times
• File records and data on a periodic basis
• Prepare and distribute bulletins and newsletters