Administrative Coordinator Job Description [Updated for 2025]

In the ever-evolving business world, the role of the Administrative Coordinator is more crucial than ever.

As industries advance, so does the need for organized, efficient individuals who can coordinate, manage, and bolster our business framework.

But what exactly does an Administrative Coordinator do?

Whether you are:

• An aspiring professional trying to grasp the core responsibilities of this role,
• A hiring manager trying to detail the ideal candidate,
• Or simply interested in the inner dynamics of administrative coordination,

You’ve come to the right place.

Today, we present a fully customizable Administrative Coordinator job description template, designed for convenient posting on job boards or career sites.

Let’s delve into it.

Administrative Coordinator Duties and Responsibilities

Administrative Coordinators perform a range of tasks to ensure that the operations of an organization run smoothly.

They are often responsible for coordinating schedules, supporting administrative tasks, maintaining office supplies, and liaising with staff and clients.

The daily duties and responsibilities of an Administrative Coordinator include:

• Coordinating administrative tasks and workflow within the office
• Maintaining comprehensive and accurate records
• Managing office supplies inventory and placing orders as needed
• Planning and scheduling meetings, appointments, and events
• Assisting in the preparation of regularly scheduled reports
• Supporting staff with administrative tasks, such as filing or document management
• Answering and directing phone calls to relevant staff
• Coordinating with various departments and serving as a point of contact for staff and clients
• Processing and directing mail and incoming packages or deliveries
• Creating and maintaining organized filing systems

 

Administrative Coordinator Job Description Template

Job Brief

We are searching for a well-organized, reliable Administrative Coordinator to join our team.

The Administrative Coordinator’s duties include communication, coordination, scheduling, planning, and monitoring.

The ideal candidate will have excellent verbal and written communication skills and have a knack for problem-solving.

The Administrative Coordinator will streamline administrative procedures, inventory control, office staff supervision and task delegation.

 

Responsibilities

• Coordinate schedules, appointments and bookings
• Monitor costs and expenses to assist in budget preparation
• Organize and supervise other office activities (recycling, renovations, event planning etc.)
• Ensure operations run smoothly within departments
• Manage agendas, travel plans and appointments for upper management
• Manage phone calls and correspondence (including email, letters, packages, etc.)
• Support bookkeeping and budgeting procedures for the company
• Create and update databases and records for financial information, personnel data and other data
• Track stocks of office supplies and place orders when necessary

 

Qualifications

• Proven work experience as an Administrative Coordinator, Administrator or similar role
• Solid knowledge of office procedures and office management
• Experience with office management software like MS Office (MS Excel and MS Word, specifically)
• Strong organizational skills with a problem-solving attitude
• Excellent written and verbal communication skills
• Attention to detail
• High school diploma; BSc/BA in business administration or relative field is a plus

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Administrative Coordinator
• Work Environment: Office setting. Travel may be required for meetings or conferences.
• Reporting Structure: Reports to the Office Manager or Administrative Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $45,000 minimum to $65,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does an Administrative Coordinator Do?

Administrative Coordinators are key figures in an organization, working across departments to ensure the smooth operation of all administrative tasks.

They are typically employed in businesses of all types and sizes, in both the public and private sectors.

They are responsible for organizing and managing office operations and procedures, which may include coordinating appointments, preparing reports, managing databases, and creating presentations.

They also often handle tasks such as answering phone calls, sorting and distributing mail, and maintaining the office supply inventory.

Administrative Coordinators may supervise support staff and delegate tasks to ensure that all administrative work is completed efficiently and in a timely manner.

They also work closely with management to assist with human resources tasks, such as hiring and training staff.

Additionally, they may serve as a point of contact for clients, customers, and vendors, ensuring that all inquiries are handled professionally and effectively.

Their role also often involves problem-solving and decision-making, requiring them to use their organizational skills and attention to detail to find solutions to any issues that may arise in the office environment.

In some organizations, Administrative Coordinators may also be responsible for budgeting and financial tasks, such as preparing invoices and processing payments.

 

Administrative Coordinator Qualifications and Skills

Administrative Coordinators are essential to the smooth functioning of an office environment, requiring a combination of management abilities, organizational skills, and industry-specific knowledge.

This includes:

• Excellent organizational skills to handle multiple tasks simultaneously, prioritize them effectively, and ensure all tasks are completed accurately and on time.
• Strong interpersonal skills to communicate effectively with clients, colleagues, and management, fostering positive relationships and facilitating efficient workflow.
• Problem-solving abilities to identify and address issues or conflicts that may arise in the office, finding suitable solutions in a timely manner.
• Proficiency in office software such as Microsoft Office Suite and other management software to maintain digital records, create reports, schedule appointments, and perform other administrative duties.
• Attention to detail to ensure accuracy in all tasks, including data entry, document preparation, scheduling, and other administrative duties.
• Customer service skills to interact with clients professionally, respond to their inquiries, and resolve any issues to ensure satisfaction.
• Leadership qualities to supervise administrative staff, delegate tasks, and ensure all staff members are working effectively and efficiently.
• Time management skills to meet deadlines, maintain schedules, and balance numerous responsibilities.

 

Administrative Coordinator Experience Requirements

Entry-level Administrative Coordinators often have 1 to 2 years of experience, usually obtained through an internship, part-time role or volunteering work in administrative positions.

Familiarity with office procedures, customer service, and basic computer skills are typically required at this level.

Candidates with 3 to 5 years of experience often have a strong background in coordinating administrative tasks, managing schedules, and overseeing projects.

They usually have developed strong organizational and communication skills, and are expected to be proficient in office software such as Microsoft Office suite.

Those with more than 5 years of experience are often considered for senior roles within the organization.

They generally have a proven track record of excellent performance in their administrative tasks, and may have experience in supervising a team or managing multiple large-scale projects.

They are proficient in problem-solving, decision making, and have a strong ability to multitask.

A degree in business administration or a related field can be an added advantage.

 

Administrative Coordinator Education and Training Requirements

Administrative Coordinators typically possess a high school diploma or equivalent.

However, many employers prefer candidates with an associate’s or bachelor’s degree in business administration, office management, or a related field.

In addition to formal education, Administrative Coordinators should have strong computer skills and be proficient with office software such as Microsoft Office Suite, including Word, Excel, and PowerPoint.

They also need to have excellent organizational skills, problem-solving abilities, and communication skills.

Experience in an administrative role is often required, and depending on the nature of the organization, industry-specific experience or knowledge may be beneficial.

While not always mandatory, certifications like Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) can improve job prospects and demonstrate a commitment to the field.

Continuing education courses or training in areas such as project management, data analysis or human resources can also be advantageous for growth in this role.

 

Administrative Coordinator Salary Expectations

An Administrative Coordinator makes an average of $42,000 (USD) per year.

However, this can vary greatly depending on the individual’s level of experience, the industry they work in, and their geographic location.

 

Administrative Coordinator Job Description FAQs

What skills does an Administrative Coordinator need?

An Administrative Coordinator should have strong organizational and communication skills.

They often need to manage multiple tasks and projects simultaneously, so good time management is essential.

They also frequently interact with various stakeholders, including employees, management, and external partners, so they need to be able to communicate effectively.

Proficiency in using office software such as Microsoft Office Suite, and office equipment is also important.

 

Do Administrative Coordinators need a degree?

Most employers require a minimum of a high school diploma or equivalent for the position of an Administrative Coordinator.

However, having a bachelor’s degree in business administration, or a related field, can be an added advantage.

Specific job experience, such as previous administrative or clerical work, might also be required or preferred.

 

What should you look for in an Administrative Coordinator resume?

When reviewing an Administrative Coordinator resume, look for previous experience in an administrative role.

This could include tasks like managing schedules, coordinating meetings, maintaining files, or handling correspondence.

Proficiency in using office software and equipment should be evident.

Other valuable skills can include problem-solving, time management, and the ability to handle confidential information.

 

What qualities make a good Administrative Coordinator?

A good Administrative Coordinator is detail-oriented, organized, and has excellent time management skills.

They need to be able to prioritize tasks and manage their time effectively to handle their responsibilities.

Good communication skills are essential, as they frequently interact with others.

They also need to be able to handle confidential information professionally and discretely.

 

Is it difficult to hire an Administrative Coordinator?

The challenge in hiring an Administrative Coordinator can often be finding an individual with the right combination of skills, experience, and personality traits.

It is essential to find someone who is organized, detail-oriented, has strong communication skills, and is capable of handling a variety of tasks simultaneously.

However, given the right recruitment strategies, finding a competent Administrative Coordinator is not typically considered difficult.

 

Conclusion

And there we have it.

Today, we’ve pulled back the veil on the true essence of being an administrative coordinator.

Surprise, surprise!

It’s not just about paperwork and scheduling.

It’s about orchestrating a harmonious work environment, one administrative task at a time.

With our carefully curated administrative coordinator job description template and real-world examples, you’re ready to make your next career move.

But why settle there?

Delve deeper with our job description generator. It’s your stepping stone to precision-crafted job listings or refining your resume to sheer perfection.

Bear in mind:

Every administrative task contributes to the larger workflow.

Let’s orchestrate success. Together.

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