Home / Career Guides / How to Become an Office Coordinator

How to Become an Office Coordinator

Office coordinators undertake the everyday administrative tasks that are critical for an office to function properly. They are typically the first point of contact, meaning they are the ones greeting guests and visitors as they enter the office. They oversee the general activities of the office, including planning meetings, checking out supplies and equipment, and calling for maintenance and repairs. 

Do you like interacting with others and making sure their needs are met? Are you friendly and service-oriented? Do you enjoy record-keeping and keeping a tidy space? If that’s the case, a job as an office coordinator might be an ideal career path for you!

Sample job description

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

Typical work environment

Office coordinators are typically working at the front desk in an office performing a variety of administrative tasks throughout the week. They begin their day by determining the needs of the office and creating a schedule to complete each needed task throughout the day or week. Typically, they have a friendly attitude and are happy to help visitors and guests as they enter the office. While office coordinators spend most of their day supporting the daily operations of the office, they might have to leave the office to run a variety of errands for the company, like buying supplies or lunches for people in meetings. 

Typical hours

The hours for office coordinators vary greatly based on the company’s needs. Some will work part-time, while others will work full-time. Some employers may need an office coordinator for just a few hours a week, so you’re most likely to find a job that will fit your time table. 

Available certifications

There are many certifications offered by various institutions that will help office coordinators build the necessary skills they need to perform well at their job. Check those out below: 

  • Professional Administrative Certification of Excellence (PACE). The PACE certification is a popular certificate to earn to help demonstrate to employees your willingness to learn in an administrative role. In this course, participants will learn interpersonal skills, task and project management, computer and technology skills, and management skills. Participants will be able to sharpen all these skills that are seen to be the most valuable to employers. This certification doesn’t only show a participant’s competence in the area, but demonstrates to their potential employers that they are willing to take the extra steps to become excellent at their job. 
  • Certified Administrative Professional (CAP). The CAP is perfect to earn for anyone who doesn’t have any previous experience in a customer service or administrative role. Participants will learn more in the following areas: organizational communications, business writing and documents, technology and information distribution, office and records management, event and project management, and operational functions. After completing the course, participants will take a test that will demonstrate how much they were able to gain from the course. A passed CAP exam is seen to be impressive to many employers, giving people a head start in their professional careers. 
  • Microsoft 365 Certified: Fundamentals. This Microsoft 365 course will be valuable to every office coordinator. As they are in charge of record-keeping and scheduling various meetings, learning about these online programs will help them effectively learn the programs they’ll need for documenting. This course will go over the basics of Microsoft 365 programs, including Word, Excel, and Powerpoint, Teams, and Outlook. You will also learn about security and privacy that is built within the Microsoft 365 programs. 

Career path

Once students earn their high school diploma or pass the GED, they can start gaining the relevant experience to become an office coordinator. For those not wanting to earn their associate’s or bachelor’s degree in business administration or communications, they will need to find a job that highlights customer service that also has them perform basic administration tasks, like a job as a secretary or receptionist. Once you land an office coordinator position, you will need to keep up on your soft skills and regularly update yourself on technology improvements

US, Bureau of Labor Statistics’ job outlook

SOC Code: 43-6000

2020 Employment3,363,900
Projected Employment in 20303,137,700
Projected 2020-2030 Percentage Shift 7% decrease
Projected 2020-2030 Numeric Shift226,200 decrease

While office coordinators are seen to be valuable to many companies to save the employer spending hours on small administrative tasks, the demand for them is declining over the next few years. This is mainly due to increased technology that allows staff in many companies to prepare their own documents and schedules without additional help. Due to this, there will be a decrease in the number of office coordinators needed over the next decade.