The office coordinator is responsible for general office and clerical duties. Customer service is a priority, and this position typically is the first point of contact for visitors in an office setting. The office coordinator assists customers face to face, as well as over the phone. Meeting clients and directing them within the office is a main duty.
This role requires general office organization, including filing, ordering office supplies, and faxing. The office coordinator is responsible for incoming and outgoing mail, including delivering mail to appropriate personnel. The office coordinator accepts packages from delivery companies and ensures outgoing packages are promptly picked up by outside mail companies. An individual in this position also creates memos, newsletters, and other office documents and oversee their distribution. The office coordinator is responsible for maintaining the office public areas, such as the front desk, waiting areas, restrooms, and break areas.
The office coordinator prepares, tracks and follows up on purchase orders and employee reimbursements. This requires the implementation of the company reimbursement policies and procedures to streamline efficiencies. The office coordinator keeps meeting minutes, schedules appointments and manages travel arrangements for the management team.
This position requires the ability to keep confidentiality, a professional appearance, and a helpful attitude; the office coordinator must be able to work with a wide variety of contacts from customers to executives. Advanced office equipment skills, such as fax, PC, and spreadsheet software, are needed. The position requires many hours of sitting, using a computer or telephone. The office coordinator typically reports to an office manager. Experience working in a professional office environment with exposure to customer service is ideal. Typical hours and days of work are in line with the business operating hours.
Office Coordinator Tasks
- Evaluate office production, revise procedures, or devise new forms to improve efficiency of workflow.
- Coordinate activities of various clerical departments or workers within department.
- Organize office operations and procedures, such as word processing, bookkeeping, and preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other clerical services.
- Establish uniform correspondence procedures and style practices.