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Administrative Coordinator Job Description

How to Hire an Administrative Coordinator

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Administrative Coordinator Job Description

Administrative Coordinators serve as a point of contact and link between employees, internal departments, and external parties, including venders, lenders, and customers. They handle clerical and administrative duties, analyse and improve office processes and policies and ensure offices operate smoothly.

We are recruiting for an organised, analytical Administrative Coordinator with exceptional communication and problem-solving skills handle office duties and analyse and optimise office operations. The Administrative Coordinator will answer and route calls, guide visitors to the appropriate parties, field interdepartmental communications, and perform office tasks, including answering emails, delivering or responding to mailings, and maintaining employe and customer records. You will also analyse office processes and policies, develop creative solutions to problems, answer questions, and take part in financial planning and decision making.

To succeed as an Administrative Coordinator, you should be committed to providing attentive support for internal and external parties and ensuring consistent, efficient operations. You should be courteous, analytical, proactive, and organised.

Administrative Coordinator Duties and Responsibilities

  • Previous experience in an administrative support role.
  • Professional appearance and courteous manner.
  • Clear, polite phone voice.
  • Exceptional interpersonal and written and verbal communication skills.
  • Proficiency with office technology and equipment, including fax machines, printers, copiers, scanners, and computers.
  • Creativity and strong problem solving skills.
  • Solid presentation skills.
  • Strong task and time management skills.
  • Basic maths skills and understanding of basic financial concepts.

Administrative Coordinator Skills and Requirements

  • Hire, supervise, and evaluate staff members.
  • Delegate tasks and ensure that they are completed in accordance with existing policies and procedures.
  • Handle basic office duties, such as answering and routeing phones, responding to emails, maintaining employe, financial, and client records, and data entry and reporting.
  • Answer questions and find information for employees, venders, clients, and lenders.
  • Greet and direct visitors to the appropriate parties.
  • Support employees by facilitating interdepartmental communications and interactions between internal and external parties.
  • Ensure that the office is well-maintained, organised, and secure.
  • Assist with special projects, such as process improvements and budget development.
  • Develop and implementing new policies and processes.
  • Previous experience in an administrative support role.
  • Professional appearance and courteous manner.
  • Clear, polite phone voice.
  • Exceptional interpersonal and written and verbal communication skills.
  • Proficiency with office technology and equipment, including fax machines, printers, copiers, scanners, and computers.
  • Creativity and strong problem solving skills.
  • Solid presentation skills.
  • Strong task and time management skills.
  • Basic maths skills and understanding of basic financial concepts.

Personalising Your Administrative Coordinator Job Description Advise

The hiring process and recruiting new employees to fill your key roles requires a degree of personalisation if you are to attract the best employees in a competitive employment market. The right person for a crucial role or more senior roles will likely have other employers targeting them. As your job description will be the first point of contact, you need to nail your pitch and provide the best possible service.

When creating your bespoke description and advert, you should cover and promote these points:

Job title: This should accurately reflect the role and include keywords that top talent might be using to search for jobs.

Job duties: The day to day duties, such as administrative tasks, which vary depending on the company and inform the candidate if they can complete the role.

Technical skills: These are the hard skills required through training, such as proficiency with Microsoft Office.

Soft skills: These include the interpersonal skills and general abilities the right candidates will possess. For example, the competency to prioritise multiple tasks, handle customer queries and customer complaints, work alone, or build a good relationship with coworkers.

The company’s culture: Highlighting your company culture and values ensures employees thrive and find outstanding job satisfaction. Candidates that are not the right fit won’t waste their time completing the application process, meaning you can focus on qualified individuals and hire in a more timely manner.

Career progression: Including the career path will entice candidates looking for career growth. 

Training and development programs: Smaller companies may need employees with previous experience or provide educational assistance over internal training offered by larger organisations with more significant resources. 

Employee benefits: Compensation and benefits often fail to appear in job ads and while you may want to hold your cards close to your chest, failing to include them is a mistake. Consider answering common questions, such as working hours and paid leave. Researching the average salary for the role in these early stages will ensure you don’t waste your interviewer’s and the candidate’s time.

Skill gaps: Your company may need to bring in new skills beyond those required to complete the key role and duties. Thinking on an organisational level can be beneficial when contemplating skills diversity.

Legal requirements: Ensure your job advert and description does not ask for inappropriate or discriminatory personal details, such as age, marital status, or religion.


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