Office Coordinator Job Description

Office Coordinator Job Description

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Office coordinator provides initial analysis; Required to pass the Medical Terminology course within six months of hire.

Office Coordinator Duties & Responsibilities

To write an effective office coordinator job description, begin by listing detailed duties, responsibilities and expectations. We have included office coordinator job description templates that you can modify and use.

Sample responsibilities for this position include:

Assist with new hire setup (receive computer equipment, set up new hire desks with basic supplies prior to first day)
Maintain quarterly expense report in MS Excel for Travel and Entertainment to ensure yearly budget is maintained
Transmit information or documents using computer, mail, scan/email or fax
Managing of all inbound and outbound deliveries via Reception
Update tour information notes
Report business expenses
Help facilitate projects from concept to creation with clients (writing scripts, purchasing music, downloading production elements, entering demos into task manager, generating client links and forwarding materials, coordinating revisions with production team, transcribing approved spots, prepping closed captioning scripts)
Assign artist codes and maintain master list for all touring artists
Work hand-in-hand with Creative Director and his clients
Primary “after hours” liaison for Indianapolis staff

Office Coordinator Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Office Coordinator

List any licenses or certifications required by the position: LPN, CMA, RMA, CPR, AED, C.P.S, CPI, HR, BLS

Education for Office Coordinator

Typically a job would require a certain level of education.

Employers hiring for the office coordinator job most commonly would prefer for their future employee to have a relevant degree such as Associate and Bachelor's Degree in Associates, Education, Business, Business/Administration, General Office, Communication, Computer, Supervision, Medical, Accounting

Skills for Office Coordinator

Desired skills for office coordinator include:

Medical terminology
PC applications
Excel
Outlook
Microsoft Word
Computer
Fax machine
Formal course work
Medical terminology gained through experience
Social Security

Desired experience for office coordinator includes:

Preparing and reviewing general office correspondence
Ensure copiers and fax machines are functioning properly - call for service as needed
Assist IT with resolution of issues that arise in the office
Review expense reports for accuracy and completeness
Establishing and implementing processes for the administrative support of the managers
Resource planning and procurement support including liaising with operation managers on site, platform Unit Management Office, and Procurement to coordinate budget estimates, requests for proposals, contracts, invoicing, PO process, ensuring that all payments have been made

Office Coordinator Examples

1

Office Coordinator Job Description

Job Description Example
Our growing company is looking for an office coordinator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for office coordinator
  • Managing the on-and off-boarding of employees and contractors, and internal required learning activities
  • Serving as Records Manager for document retention and providing support for other documentation deliverables
  • Managing pre-approval inspection preparation activities
  • Checking and maintain records
  • Scheduling meetings, events and conference calls
  • Provide a high level of professional and confidential secretarial support
  • Prioritise and action all incoming correspondence
  • Undertake the designated administrative duties such as booking of rooms and venues for meetings, arrange catering
  • Managing follow-up action on redirected work
  • Coordinate travel requirements by booking domestic and international travel including cars and accommodation
Qualifications for office coordinator
  • Supporting various departments with adhoc tasks
  • Responsible on a daily basis for ensuring the smooth operation of the office
  • Oversee calendars for Vesey Street conference rooms and coordinate video conferences
  • Coordinate with Mail and Print Services department and Select Express messenger service for timely pick-up and drop-off of packages
  • Ensure delivery of all mail items and packages to mail pickup locations on the floor
  • Place HelpDesk tickets for the floor (printers, pantry, lighting, washrooms)
2

Office Coordinator Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of office coordinator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for office coordinator
  • Order business cards for associates and send/receive faxes
  • In coordination with Building Services, Maintain seating plan of the floor
  • Perform monthly meter reads of all printers on the floor and provide report to Mail and Print Services
  • Keep reception area, pantry, and conference rooms (especially following meetings) tidy and presentable
  • Coordinate with Building Services regarding move to permanent space
  • Perform reception duties
  • Register guests with building security at 250 Vesey Street and act as the main contact for all visitors upon arrival
  • Welcome guests to office
  • Grant floor access to all existing associates and new hires using security alarm system
  • Additional duties as set forth by the Office of the President
Qualifications for office coordinator
  • Role will continue to function with the same office and reception duties, but will now have the support
  • Of the mail, print, and building services staff in-house
  • Work with other executive assistants in the company to ensure smooth operations/logistics
  • Maintain organized system to support the executives' travel, finance, and personal information
  • Manage on-boarding process of new resources including
  • Process expenses for travel, business meals and events
3

Office Coordinator Job Description

Job Description Example
Our company is growing rapidly and is hiring for an office coordinator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for office coordinator
  • Provide MARKET guidance to team members across the organization
  • Manage and process vendor invoices (po & non-po), purchase order creation and execute purchase order confirmations
  • Act as the business contact to finance in relation to po's and related invoices
  • Greet guests, escort them to the conference room and serve refreshments, as needed
  • Manage inventory and storage of office supplies
  • Aid the coordination and execution of office moves
  • Coordinate messenger and shipping services when needed
  • Fax, scan, and copy documents as needed
  • Front desk reception, greeting guests and answering phones
  • Scheduling and coordinating meetings and other events
Qualifications for office coordinator
  • Planning travel, meetings and other logistics
  • Ordering supplies, organizing the office
  • Responding to email inquires
  • Sorting inbound and outbound mail and packages
  • Filing and record keeping (paper and digital)
  • Coordinating team events and parties
4

Office Coordinator Job Description

Job Description Example
Our growing company is hiring for an office coordinator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for office coordinator
  • Main contact for all facility related requests and issues mainly at Stockholm office but also to support sales offices in Oslo, Copenhagen, Helsinki
  • Handling files and invoices
  • Oversee Accounts Payable and Receivable functions
  • Store confidential records
  • Provide occasional office coverage
  • Manage day to day operations, administrative duties, and provide support to the Vice President, Directors of Operations, and their team of direct reports
  • Maintain daily schedules
  • Arrange security badge access for all visitors
  • Schedule one on one meetings between all new employees and the Vice President of the facility
  • Arrange domestic and international travel itineraries in Concur Solutions and our travel agent BCD Travel
Qualifications for office coordinator
  • 3+ years of experience in an Office Manager or Coordinator role
  • Capacity to manage and prioritize many projects at one time in a fast-paced, ever changing environment
  • Expense all travel, dinning, catering, event and supply receipts via Corporate Account Reconciliation (CAR) and Concur Solutions
  • Communicate facility events to all employees
  • Arrange catering and event planning, working with internal and external vendors
  • Submit equipment ordering forms for office supply requests to logistics team
5

Office Coordinator Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of office coordinator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for office coordinator
  • Collaborate with technical support on any purchasing of Micro Computers, specs
  • Greet all visitors, and validate approved visitors
  • Involved in emergency response planning
  • Arrange for office equipment repair, and maintenance with IT team when needed
  • Update and organize tour information notes on web site (through strong understanding of e-commerce web site (Magento & Task Manager platforms)
  • Facilitate projects from concept to creation with clients (writing scripts, purchasing music, downloading production elements, entering demos into task manager, generating client links, forwarding materials, coordinating revisions with production team, transcribing approved spots, prepping closed captioning scripts)
  • Assume sales rep responsibilities in their absence
  • Assist with business expenses reporting
  • Act as admin for members of our Exec Team
  • Represent WSI by creating a positive atmosphere and greeting all employees and guests who come through the door
Qualifications for office coordinator
  • Highly motivated self-starter, able to work independently, and able to seek out answers and/or resources on their own
  • Able to work with technical professionals and to coordinate activities with other executive administrative assistants
  • Own projects supporting the facility and/or executive
  • Manage, update, order and organize inventory in copy room, supply room, and kitchen
  • Own the space and floor plans, conference room scheduling, and office A/V equipment and help prep for meetings
  • Coordinate set up for office lunches, meetings, and events

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