Key Responsibilities and Required Skills for Office Support Coordinator

🎯 Role Definition

The Office Support Coordinator is a hands-on administrative professional responsible for ensuring day-to-day office operations run smoothly, supporting teams with scheduling, communications, facilities coordination, and basic finance and HR administration. This role combines receptionist duties, office logistics, vendor and event coordination, and routine project support to enable managers and staff to focus on core business priorities. Ideal candidates are highly organized, customer-service oriented, technically comfortable with common office software (Microsoft 365 / Google Workspace), and able to manage competing priorities with attention to detail and confidentiality.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant
Receptionist / Front Desk Coordinator
Customer Service Representative

Advancement To:

Office Manager
Operations Coordinator / Specialist
Executive Assistant

Lateral Moves:

Facilities Coordinator
HR Assistant
Events Coordinator

Core Responsibilities

Primary Functions

Manage front-desk operations including greeting visitors, answering and routing phone calls, handling incoming mail and courier services, and maintaining a professional reception area to reflect company culture and brand.
Maintain complex calendars for multiple managers and teams, schedule internal and external meetings, coordinate conference rooms and virtual meeting logistics (Zoom, Teams, Google Meet), and proactively resolve scheduling conflicts.
Coordinate all aspects of domestic and international travel arrangements for employees and executives including itineraries, flights, ground transportation, visas, and travel policy compliance; prepare travel expense reports and reconcile receipts.
Serve as the primary coordinator for office supply and asset management: track inventory, procure supplies and equipment, liaise with vendors, manage purchase orders, and maintain accurate records to optimize cost and availability.
Support onboarding and offboarding logistics: prepare workstations, coordinate IT access requests with helpdesk, order ID badges, and ensure completed paperwork and orientation schedules are provided to new hires.
Process invoices, expense reimbursements, and petty cash transactions; enter data into accounting systems, code expenses to correct GL accounts, and work with finance to resolve discrepancies in a timely manner.
Maintain accurate and confidential employee and office records (paper and electronic), ensuring compliance with data protection policies and retention schedules.
Coordinate and execute internal events and meetings including town halls, training sessions, and team-building activities: manage venues, catering, A/V setup, invitations, RSVPs, and post-event feedback.
Act as point of contact for facilities and building management: report and track maintenance requests, arrange cleaning services, coordinate security and badge access, and manage meeting room setups and supplies.
Provide administrative project support: prepare agendas, take meeting minutes, track action items, maintain project trackers, and follow up with stakeholders to ensure timely completion of tasks.
Deliver excellent internal customer service by responding to employee inquiries related to office policies, procedures, benefits contacts, and general administrative requests within established SLAs.
Maintain and improve office policies and standard operating procedures (SOPs) for front-desk operations, mail handling, equipment use, and space booking to increase efficiency and reduce friction.
Assist HR with basic employee administration tasks such as scheduling interviews, coordinating background checks, maintaining applicant records, and supporting benefits communications.
Manage vendor relationships: solicit quotes, negotiate service agreements, monitor contract performance, and ensure timely renewals in collaboration with procurement or legal teams.
Oversee small capital purchases and office improvements projects: coordinate timelines, contractors and installers, ensure compliance with safety codes, and communicate status updates to stakeholders.
Provide light bookkeeping support by reconciling monthly vendor statements, preparing purchase order backup, and supporting monthly close activities as assigned.
Prepare and distribute internal communications including office-wide announcements, policy updates, and event invitations; maintain shared team pages, directories, and bulletin boards.
Support IT and security teams with basic troubleshooting, account provisioning requests, and equipment inventory; coordinate escalations for technical issues as needed.
Perform data entry and maintain internal databases and trackers (vendor lists, asset registers, seating plans), ensuring data integrity and accessibility for cross-functional teams.
Implement and maintain office signage, ergonomic standards and workplace safety practices; coordinate emergency preparedness drills and maintain first-aid / safety supplies.
Monitor and report on office budget spend, provide monthly summaries to managers, and suggest cost-saving measures for supplies, services, and vendor contracts.
Support compliance and audit requests by gathering documentation, answering routine questions, and preparing supporting materials related to office administration.
Provide backup administrative support to executive assistants and other administrative staff during peak periods, vacations, or special projects to ensure continuity of operations.
Continuously identify process improvement opportunities and lead small initiatives to streamline workflows, reduce manual work, and introduce time-saving tools.

Secondary Functions

Support ad-hoc reporting and basic data compilation for operational metrics such as room utilization, supply costs, and event attendance to inform decision-makers.
Contribute to the development of the office’s administrative playbook, knowledge base, and onboarding checklists to promote consistency and scalability.
Collaborate with cross-functional stakeholders (HR, IT, Procurement, Facilities) to translate office needs into coordinated action plans and operational improvements.
Participate in organizational change initiatives affecting workplace experience, including hybrid work programs, desk hoteling implementations, and new site openings.
Provide occasional support for marketing and recruiting events, including logistics, attendee management, registration desk duties, and post-event reconciliation.

Required Skills & Competencies

Hard Skills (Technical)

Proficient in Microsoft Office Suite (Outlook calendar management, Word, Excel — including VLOOKUP, pivot tables, and basic formulas) and Google Workspace (Calendar, Drive, Sheets, Docs).
Experience with calendar and room-booking systems (e.g., Microsoft Exchange, Google Calendar, Robin, Condeco, EMS).
Familiar with travel booking platforms and expense management tools (Concur, Chrome River, Expensify) and preparing travel itineraries and expense reports.
Basic accounting and invoicing skills: purchase orders, vendor invoice processing, reconciliation, and familiarity with ERP or accounting systems (QuickBooks, NetSuite, SAP basic exposure).
Strong data entry and database management ability — maintaining asset registers, contact lists, and seating charts with high accuracy.
Competent with virtual meeting platforms and A/V equipment setup (Zoom, Microsoft Teams, Webex) and troubleshooting common connectivity or audio/video issues.
Experience with vendor sourcing, procurement processes, and contract management best practices.
Familiarity with HRIS basics and applicant tracking systems for scheduling interviews and managing onboarding paperwork.
Comfortable using ticketing and helpdesk tools for facilities or IT requests (Zendesk, ServiceNow, Freshdesk).
Knowledge of workplace safety, emergency preparedness procedures, and basic building compliance requirements.

Soft Skills

Excellent written and verbal communication with professional phone etiquette and client-facing manners.
Exceptional organizational skills with ability to prioritize multiple competing tasks and meet deadlines in a fast-paced office environment.
Strong attention to detail and accuracy, especially when handling invoices, travel bookings, and confidential information.
Customer-service oriented mindset with proven ability to anticipate needs and deliver proactive support to executives and teams.
High level of discretion and ability to handle confidential HR and finance records with integrity.
Problem-solving and resourcefulness — able to troubleshoot operational issues and escalate appropriately.
Team player who collaborates across departments and builds positive working relationships with vendors and staff.
Time management and initiative — comfortable taking ownership of projects and following through to completion.
Adaptability and resilience in changing workplace models (hybrid, remote, onsite) and during peak workload periods.
Event coordination and stakeholder management — strong planning skills and attention to logistics and guest experience.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent.

Preferred Education:

Associate degree or Bachelor's degree in Business Administration, Office Management, Hospitality, Human Resources, or related field.

Relevant Fields of Study:

Business Administration
Office/Workplace Management
Human Resources
Hospitality/Events Management
Operations Management

Experience Requirements

Typical Experience Range:

2–5 years of office administration, receptionist, or coordinator experience supporting multi-person teams or executives.

Preferred:

3–5+ years in an administrative coordinator role with demonstrable experience in calendar management, travel coordination, vendor management, and basic finance support; experience in fast-growth or professional services environments is a plus.