Office Coordinator

Job Description

Job Description

Position Summary

The Office Coordinator is responsible for ensuring the efficient day-to-day operation of the office by providing administrative support, coordinating office activities, and maintaining a well-organized work environment. This role serves as a central point of contact for employees, visitors, vendors, and clients while supporting multiple departments as needed.

Key Responsibilities

• Manage daily office operations to ensure a productive and organized workplace.
• Answer and direct phone calls, emails, and visitor inquiries professionally.
• Coordinate meetings, appointments, and conference room scheduling.
• Order, organize, and maintain office supplies and equipment.
• Process incoming and outgoing mail, packages, and deliveries.
• Maintain office files, records, and documentation in both physical and digital formats.
• Assist with data entry, report preparation, and document management.
• Coordinate with vendors, service providers, and building management for office maintenance and repairs.
• Support onboarding activities for new employees, including workspace setup and office orientation.
• Assist with travel arrangements, event planning, and company meetings as needed.
• Process expense reports, invoices, and purchase orders, if applicable.
• Ensure compliance with company policies and office procedures.
• Perform other administrative duties as assigned.

Required Qualifications

• High school diploma or equivalent; associate's or bachelor's degree preferred.
• 2+ years of administrative, office coordination, or related experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Strong attention to detail and problem-solving abilities.
• Professional demeanor and customer service orientation.

Preferred Qualifications

• Experience with office management software or ERP systems.
• Knowledge of basic bookkeeping or accounting processes.
• Experience coordinating meetings, events, or facilities management.

Key Competencies

• Organization and planning
• Communication and interpersonal skills
• Customer service
• Time management
• Problem-solving
• Teamwork and collaboration
• Adaptability
• Confidentiality and professionalism

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Occasionally lift or move office supplies weighing up to 25 pounds.
• Ability to operate standard office equipment, including computers, printers, and telephones.

Work Environment

This position is typically based in a professional office setting and may require occasional interaction with vendors, clients, and visitors. Standard business hours apply, with occasional flexibility required to support business needs.

 

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