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Key Responsibilities and Required Skills for Office Coordinator

💰 $40,000 - $60,000

AdministrationOffice ManagementOperations

🎯 Role Definition

The Office Coordinator is the operational hub of a busy office, responsible for delivering professional administrative support, managing facilities and vendor relationships, coordinating calendars and travel, overseeing reception and mail operations, and maintaining accurate records and supplies. This role ensures smooth day-to-day office operations, enforces policies and procedures, drives process improvements, and fosters a welcoming, customer-focused environment for employees and external visitors. Strong organizational skills, attention to detail, and proficiency with office technology (MS Office, Google Workspace, scheduling software, basic bookkeeping tools) are essential.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Receptionist
  • Office Administrator

Advancement To:

  • Office Manager
  • Operations Coordinator / Operations Manager
  • Facilities Manager

Lateral Moves:

  • HR Coordinator
  • Project Coordinator
  • Executive Assistant

Core Responsibilities

Primary Functions

  • Serve as the primary receptionist and first point of contact, professionally greeting visitors, answering multi-line phone systems, screening calls, and routing inquiries to the appropriate team members to maintain a positive client and employee experience.
  • Manage centralized calendars for multiple managers or teams, schedule internal and external meetings, coordinate meeting rooms and AV requirements, and proactively resolve scheduling conflicts to optimize leadership time.
  • Coordinate domestic and international travel arrangements for staff, including airfare, hotel, ground transportation, travel itineraries, visa support, and expense pre-approvals, ensuring travel policy compliance and cost-effective bookings.
  • Maintain accurate and up-to-date office supplies and inventory, negotiate with suppliers for pricing and delivery terms, process purchase orders, and manage vendor relationships to control costs and ensure uninterrupted operations.
  • Oversee mailroom operations, incoming and outgoing shipments, package tracking, courier coordination, and postage reconciliation to maintain efficient communication and logistics.
  • Support onboarding and offboarding processes by preparing workstations, coordinating IT access, collecting equipment, completing security badge requests, and guiding new hires through first-day logistics to create a consistent employee experience.
  • Administer basic bookkeeping and financial tasks such as processing invoices, reconciling petty cash, preparing accounts payable packets, entering expense reports, and tracking vendor invoices in the accounting system.
  • Create, edit, and format professional documents, presentations, and reports in Microsoft Office and Google Workspace; standardize templates and maintain filing systems to ensure consistent corporate branding and accurate record-keeping.
  • Manage conference and event logistics, including room bookings, catering orders, attendee communications, A/V setup, vendor coordination, and post-event reconciliation to deliver seamless internal and external events.
  • Maintain facility operations by coordinating maintenance requests, liaising with building management, scheduling repairs, overseeing cleaning, and ensuring compliance with safety protocols and equipment inspections.
  • Implement and maintain office policies and procedures, recommend process improvements to increase efficiency and reduce costs, and document standard operating procedures for recurring administrative tasks.
  • Track and report on office metrics, budget spend, and vendor performance; prepare weekly or monthly summaries for leadership to support data-driven decisions and continuous improvement initiatives.
  • Serve as a backup for executive assistant functions when needed, including calendar overlap coverage, travel support, and confidential document preparation while safeguarding sensitive information.
  • Support human resources with records management by maintaining personnel files, processing basic HR paperwork, and assisting with benefits communications and scheduling interviews when required.
  • Coordinate onboarding training logistics and scheduling for compliance, safety, and role-specific training sessions to ensure timely completion and accurate attendance records.
  • Monitor and ensure office compliance with corporate policies, legal regulations, and confidentiality requirements, escalating potential issues to HR or facilities management as appropriate.
  • Maintain key office systems and subscriptions (phone systems, security access controls, meeting room scheduling tools) by administering user access, performing routine updates, and coordinating vendor support.
  • Lead small operational projects such as workspace moves, office expansions, equipment refreshes, or technology rollouts, creating project plans, coordinating stakeholders, and tracking timelines and budgets.
  • Provide administrative support for procurement activities, including soliciting quotes, comparing proposals, maintaining vendor contracts, and supporting procurement approvals in line with company policy.
  • Act as the champion for office culture initiatives—coordinate employee recognition events, holiday celebrations, volunteer activities, and internal communications to boost engagement and morale.
  • Maintain and archive company records, contracts, and compliance documentation; manage retention schedules and support internal or external audits by producing requested documentation.
  • Respond to ad-hoc administrative and operational requests from leadership and teams, prioritize tasks across competing deadlines, and deliver high-quality results under pressure.

Secondary Functions

  • Assist IT with basic troubleshooting for workstations, printers, and conference room A/V equipment; escalate complex issues to the IT helpdesk and coordinate vendor visits.
  • Support facilities planning by collecting employee seating requests, facilitating desk/phone moves, and preparing floor plans during office reconfigurations.
  • Conduct periodic vendor performance reviews and prepare recommendations for renewals or replacements to improve service levels and reduce costs.
  • Provide backup reception coverage during peak periods or staff absences to maintain continuity of front-desk operations.
  • Manage subscription renewals and licensing for office productivity tools, ensuring timely renewals and cost transparency for budgeting.
  • Maintain an up-to-date office phone directory, internal contact lists, and emergency response procedures to support employee safety and rapid communication.
  • Compile and maintain a vendor and services contact database to streamline procurement and emergency response.
  • Assist with basic HR analytics by producing headcount reports, sick-day tracking summaries, and onboarding completion statistics for HR and leadership review.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) with demonstrated ability to build reports, use pivot tables, and prepare executive-ready presentations.
  • Strong experience with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) for cross-platform collaboration and document management.
  • Familiarity with scheduling and calendar management tools (Outlook Scheduling Assistant, Google Calendar, Calendly) and meeting room booking systems.
  • Experience with basic bookkeeping and accounting software (QuickBooks, Xero, NetSuite, or internal AP systems) for invoice processing and expense tracking.
  • Proficient with office systems such as multi-line phone systems, VoIP platforms, and visitor management systems (Envoy, SwipedOn).
  • Competent with collaboration and project tools such as Slack, Microsoft Teams, Asana, Trello, or Monday.com for coordinating workstreams and events.
  • Knowledge of procurement processes and purchase order workflows and experience using ERP or purchasing platforms.
  • Familiarity with CRM basics or internal databases (Salesforce, HubSpot) for internal contact management and coordination support.
  • Ability to prepare and analyze operational reports, maintain tracking spreadsheets, and provide insights to leadership using Excel or Google Sheets.
  • Experience managing vendor contracts and service level agreements (SLAs), including negotiation and renewal tracking.

Soft Skills

  • Excellent interpersonal and customer-service skills with the ability to interact professionally with employees, executives, vendors, and external visitors.
  • Strong organizational skills and time management with the ability to prioritize multiple tasks and deliver under tight deadlines.
  • High attention to detail and accuracy in documentation, scheduling, and financial record-keeping.
  • Problem-solving mindset with the ability to anticipate needs, propose solutions, and implement process improvements.
  • Confidentiality and discretion, particularly when handling sensitive HR, financial, or executive information.
  • Adaptability and flexibility to support changing priorities in a fast-paced environment.
  • Clear written and verbal communication skills for drafting professional emails, memos, and reports.
  • Team player mentality with a proactive approach to supporting colleagues and cross-functional initiatives.
  • Initiative and ownership—able to work independently, follow through on commitments, and escalate issues prudently.
  • Conflict resolution and diplomacy in dealing with vendor disputes, scheduling conflicts, or visitor concerns.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent required.

Preferred Education:

  • Associate degree or Bachelor’s degree in Business Administration, Office Management, Communications, or a related field preferred.

Relevant Fields of Study:

  • Business Administration
  • Office Management
  • Communications
  • Human Resources
  • Hospitality Management

Experience Requirements

Typical Experience Range:

  • 2–5 years of progressively responsible administrative or office coordination experience.

Preferred:

  • 3+ years of experience as an Office Coordinator, Office Administrator, Executive Assistant, or similar role supporting multi-person teams or senior leaders.
  • Prior exposure to facilities coordination, vendor management, basic accounting tasks, and event planning is strongly preferred.
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