Office Coordinator Sample Job Descriptions

The perfect candidate for our office coordinator position will need good organizational and time management skills to complete all the needed administrative tasks throughout the day. As our office coordinator, you’ll most likely be the first person visitors see, so it is important to remain friendly and wear a smile whenever you greet guests. It is also important to work well in a team and understand the needs of others to support colleagues and projects the company is working on. Office coordinators are vital in the everyday operations of the company since they are the business’s main support system as they make sure everything runs smoothly. We want someone who is approachable and who is excited to be a part of our company!

Typical duties and responsibilities

• Answer phone calls and transfer calls when needed
• Greet visitors when they arrive at the office and help connect them to the person they came to meet with 
• Manage schedules and organize meeting rooms 
• Monitor inventory and order supplies
• Submit work orders for repairs for the general office space
• Schedule equipment repairs with vendors
• Create an effective filing system for record-keeping 
• Manage incoming and outcoming mail and packages
• Support colleagues and complete various administrative tasks

Education and experience

• High school diploma or GED
• 1+ years of experience working in an administrative position

Required skills and qualifications

• Friendly and positive attitude  
• Strong organizational and time management skills
• Service-oriented personality
• Excellent verbal and written communication skills
• Ability to work well in a fast-paced environment
• Quick typing skills
• Efficient problem-solving and troubleshooting skills
• Great attention to detail

Bonus qualifications

• Advanced knowledge of how to run various office equipment
• Experience in a customer service industry
• Earn a vocational diploma from a business or office-management training program 
• Proficient in Microsoft Word and Excel
• An associate or bachelor’s degree in business administration or communications

As ABC Company’s Office Coordinator, you’ll play an essential role in shaping the feel of our daily operations. Working directly with the Director of IT and Facilities, you will assist with daily activities at our (City) market office. Our ideal candidate is a positive, self-starter who pays particular attention to detail, is keen on multitasking, and likes to keep things clean and orderly. Regular working hours are from 8:00 a.m. to 5:00 p.m., but flexibility is helpful for occasional events. This is a part-time role, with a minimum of 27 hours per week.

Who we’re looking for

• Organized: strong prioritization skills with an affinity for multitasking and the details
• Reliable: responsive, available, and present
• Self-motivated: always looking for ways to do something better; forward-thinking planner
• Autonomous: self-motivated, scrappy, and able to deal with the ambiguity typical of an agile company
• Quick: whip smart and able to pick up knowledge on-the-go; you know hustle

What you’ll do

• Set up our new hires: arrange their seating space, outfit them in ABC Company gear, and get them situated with their hardware and with our Human Resources team
• Facilitate weekly catered meals
• Clean, stock and maintain general areas
• Greet visitors, offer refreshments, and alert appropriate co-workers of their arrival
• Work with building management to maintain employee access, enforce city and building safety regulations
• Assist with shipping and receiving logistics, including incoming mail and package deliveries
• Coordinate the ordering, storage, and distribution of safety gear and equipment for office, technicians, and vehicles; track these items with extra care and keep meticulous records

Points for

• 1-2 years of administrative, facilities, or office experience, preference on exposure to a busy environment
• Ability to work independently
• Attention to detail is an absolute must
• Ability to bustle about, bend, squat, and lift up to 30 pounds
• Outstanding written and verbal communication skills
• Having a positive and professional demeanor
• Able to multitask in a fast-paced environment

Bonus points if

• Your prior work experience includes time spent in a high growth start-up
• You’ve worked with the Google suite
• You’re able to juggle rapid inquiries and requests with grace
• You have passionate feelings about ABC Company and our mission

Seeking a Medical Office Coordinator for our practice who provides administrative expertise to ensure all patients receive high quality, efficient care. We are an amazing team that works hard to support each other and are seeking a phenomenal addition like you who feels patient care is as meaningful as we do. We want you to apply now.

What you will do in this role

• Assist with physician credentialing
• Serve as a backup for insurance verification and authorization staff
• Responsible for keeping track of incoming and outgoing physician referrals
• Assist with various back office billing projects as assigned by the Practice Manager
• Government programs data analysis
• Learn front office functions including patient relations, check-in/check-out, scheduling, and answering phones in the event of staff shortages

What qualifications you will need

• 2 years working in a medical setting is preferred
• Working knowledge of medical health insurance is beneficial
• Working knowledge of using and manipulating Excel is beneficial
• Good oral and written communication skills is highly desired

Purpose

The Front Office Coordinator (FOC) serves as the first point of contact for ABC Company. The FOC must be enthusiastic and committed and will bring professionalism and poise to ABC Company’s front line. The FOC must have proven efficiency in operating a multi-line phone system, providing clerical support and dealing capably with customers and queries.

Essential duties and responsibilities

• Hours: Monday – Friday 8:30am to 5:30pm
• Greets all guests and employees
• Answers, filters and routes all phone calls
• Takes and relay messages
• Maintains visitors list
• Acts as Liaison for ABC Company
• Provides coding for all FedEx statements
• Handles all incoming mail and shipments
• Logs all incoming checks for deposit, provides daily deposit slip to AR
• Maintains, update, and distribute employee phone directory
• Manages conference room schedules and troubleshoot scheduling conflicts
• Oversees employee loaner vehicle program – 2 vehicles
• Places orders for supplies or snacks, as directed
• Prepares outgoing shipping and mail
• Provides clerical or administrative assistance on special projects, as needed
• Provides support to the accounting group with PA and MEO check runs, liens/waivers, and mailing
• Closes and prep in break area for next morning set up
• Maintain reception area to marketing standards. Clear, clean, and minimalistic appearance
• General housekeeping of the Main Conference room, lobby, reception, and mail room areas

Knowledge, education, and experience

• 5+ years of experience working as an Admin or Receptionist
• Construction experience a plus but not required
• High School graduate or equivalent
• Ability to multitask and prioritize tasks
• Excellent time management and organizational skills
• Great verbal and written communication skills
• Professional appearance and discretion are required
• Proficiency in Microsoft Word, Excel, Outlook, Google Docs
• Excellent customer service and enthusiastic, positive attitude
• Proven ability to juggle multiple tasks and responsibilities while taking full ownership of their work
• Demonstrated success in maintaining composure and effectiveness in the face of competing and complex demands