What is an office coordinator?
An office coordinator is like the superhero of the office. They make sure everything runs smoothly every day, from organizing files to ensuring everyone knows where they need to be and when. Think of them as the go-to person who keeps things ticking so that everyone else can do their jobs without a hitch.
Duties and responsibilities
Here’s what they do:
- Keep track of schedules, appointments, and meetings to make sure nobody misses out
- Handle calls and emails, so important messages don’t get lost
- Check that supplies are stocked, from pens to printer paper
- Help out with keeping the books and managing budgets, so the office spends wisely
Basically, if the office were a car, the office coordinator would be the engine, making sure it runs well and doesn’t break down.
Work environment
Office coordinators work in all kinds of places, like schools, hospitals, and law offices. Their desk is usually front and center, ready to greet visitors and tackle any task. No two days are the same — one minute they might be sorting out a delivery, the next they’re fixing a jammed printer. It’s all about staying cool, calm, and collected, no matter what.
Typical work hours
They usually work typical office hours — think 9 to 5, Monday through Friday. But sometimes they might come in early or stay late, especially if they work somewhere like a doctor’s office or a real estate agency. Even though the days can be busy, they usually know when they’ll start and finish, which is pretty neat for planning your life outside of work.
How to become an office coordinator
Want to be the person who keeps the office running smoothly? Here’s your step-by-step guide on becoming an office coordinator:
Step 1: Finish high school
Start with your high school diploma or GED. It’s your ticket into the world of office work, setting you up with the basics you need to dive deeper.
Step 2: Learn the skills
You don’t need a college degree right off the bat, but some specific skills will really help. Check out these cool online courses:
- Office basics: Jump into the Office Administration Management course on Udemy to get the lowdown on office software and communication.
- Google pro: Master Google Workspace with a certificate from Coursera to manage emails, calendars, and more.
- Microsoft wizard: Tackle the Ultimate Microsoft Office bundle on Udemy. It’s a set of nine courses that turn you into a pro at using Excel, Word, and other Microsoft tools.
Step 3: Get certified
Boost your resume with a certification that shows you mean business:
- Professional Administrative Certification of Excellence (PACE): This one’s great for learning everything from managing tasks to handling tech stuff.
- Certified Administrative Professional (CAP): Perfect if you’re starting out. It covers writing, management, and even how to organize events.
- Microsoft 365 Fundamentals: Essential for anyone who wants to nail the basics of Microsoft programs like Word and Excel.
Step 4: Land a job
Start applying! Use online job boards to find places looking for a newbie coordinator. Even if it’s entry-level, it’s your chance to grow and learn on the job.
Step 5: Keep learning
Thinking ahead? Grab an associate’s or bachelor’s degree in business or communications. Many programs let you study while you work, so you can climb up the career ladder without hitting pause on your job.
How much do office coordinators make?
Many factors go into determining how much an office coordinator makes, from company size and location to experience and education.
Highest paying states
- Virginia: $52,898
- California: $51,292
- New York: $50,229
- Illinois: $49,766
- Massachusetts: $47,988
The average national salary for an Office Coordinator is:
$36,150
Top skills for office coordinators
Thinking about becoming an office coordinator? Here are the top skills you’ll need to rock this job:
Organization
Want to be a superhero in the office? Get your organization game on. Whether it’s keeping the calendar in check, managing files, or juggling multiple tasks, being organized means you keep the office humming along without any hiccups.
Communication
As an office coordinator, you’re the info center of the workplace. You need to be sharp in your emails, clear on calls, and friendly in person. Whether it’s giving updates to the team or chatting with clients, how you talk and write matters a lot.
Problem-solving
Not every day is smooth sailing. When things go sideways, like a last-minute schedule change or a missing report, you’ll need to think fast and fix problems before they blow up.
Tech savvy
You don’t need to be a tech wizard, but knowing your way around computers is a must. From using spreadsheets and databases to fixing a glitchy printer, being tech-savvy saves the day more often than not.
People skills
You’ll meet lots of people, from your coworkers to big-time clients. Being able to get along with everyone and handle all sorts of personalities is key. Plus, you might help onboard new team members, so being approachable and helpful goes a long way.
Looking for a new job?
Browse our national database of office coordinator job openings and apply today
Office coordinator career path
Starting as an office coordinator opens up a lot of doors for your future career. Here’s how you can grow and move up:
Starting out
Most coordinators begin their journey as administrative assistants or receptionists. Here, you’ll get the hang of the basics like managing daily tasks, chatting up with clients, and keeping things in order.
Level up to office coordinator
After you’ve got some solid experience, you can step up to become an office coordinator. Now, you’ll handle more stuff—from setting up meetings and keeping records straight to working with different teams. You might even get to lead a small group of office pros.
Aim for office manager
As you get really good at organizing and leading, you could become an office manager or administrative manager. These big roles mean you’re in charge of all the admin staff, keeping an eye on the budget, and making sure office rules are followed.
Specialize if you want
If you’re into focusing on specific areas, think about becoming a human resources coordinator or a facilities coordinator. These jobs let you concentrate on either people stuff, like hiring and training, or managing the office space and dealing with suppliers.
Go big
Ready for the top spots? Aim for roles like operations manager or director of administration. Here, you’re not just keeping things running; you’re making big plans and ensuring the office supports the company’s big goals.
Similar job titles
Position trends and outlook for office coordinators
Office coordinators have always been key players in keeping offices running smoothly. They handle the little things so nobody else has to—like scheduling and document prep. But here’s the deal: technology is changing things. More and more, companies are using software that lets everyone handle their own schedules and documents. This means fewer offices might need a dedicated coordinator.
Employment projections
Through 2031, the need for office coordinators is expected to drop by about 7%. Why? Because a lot of what they do now can be done by computers and apps. But it’s not all doom and gloom. In places like hospitals and schools, where personal touch still counts for a lot, they are still going to be in demand.
Office coordinator career tips
Soft skills and traits
Become an expert organizer. Coordinators are faced with all kinds of information and supplies that need to be organized, so the better you are at setting up systems, the better you’ll be at your job. Research different tools for booking travel and learn how to use them. Many office coordinators help book travel for different staff members, so adding that experience to your resume is good. Improve your negotiation skills. You may be in charge of ordering supplies and negotiating prices on different things. Having some negotiation training can help you stand out among others.
Commonly required skills and qualifications
Practice your typing skills by taking courses that help speed up your words per minute and increase your accuracy. Learn the most common software programs used in office environments. Take one of the recommended courses or earn a certificate in Google Workspace and Microsoft Office; the most common options will be covered.
Develop a professional network
Join a professional network to meet other people in office coordinator positions and learn about other opportunities for advancement. Here are a few to consider:
- Office Dynamics International Forums
- International Association of Administrative Professionals
- AdminUniverse
- LinkedIn Groups and Communities
- Association of Business Process Management Professionals
- American Society of Administrative Professionals
Where the office coordinator jobs are
Top states
- Connecticut
- Massachusetts
- Oregon
- New York
- California
Top job sites
- Indeed
- ZipRecruiter
- Careerbuilder
- Monster
FAQs
What does an office coordinator do?
Office coordinators complete a variety of tasks. Usually, they are in charge of ordering and maintaining office supply inventory, greeting guests to the building, answering phones and emails, completing data entry work, and handling incoming and outgoing mail. There may also be some record-keeping and file sorting required. It all depends on the business they are supporting.
Is being an office coordinator a hard job?
The office coordinator position is typically low-stress, with tasks that can be easily completed during your workday. There are no after-hours requirements, so most in the position have a good work/life balance.
What qualifications are required for an office coordinator position?
Office coordinator positions require at least a high school diploma or a GED. Some companies will also require a year of previous experience in an office setting or some experience working with specific software programs.
Is an office coordinator the same as a receptionist?
Job titles are not always the same in each office. Office coordinators have a lot of overlap with the job duties of a receptionist, but they might not necessarily be the same role. Both greet visitors and guests, but coordinators often handle more organization and inventory than a receptionist.
How much does an office coordinator make?
Office coordinators are often hourly employees. The wage depends on location, education, and experience, but the amount is suitable for an entry-level position that does not require a college degree.
What makes a good office coordinator?
The best office coordinators are organized, able to think on their feet, and welcoming and friendly. It’s good to be positive and welcoming as the first person visitors see. Comfort with technology and software programs is also important for a good coordinator.
Are there career advancement opportunities for office coordinators?
Office coordinators will gain some valuable experience in their roles. With a few years of experience, it is definitely possible to apply for promotions. You can also complete additional education to improve your chances.
Do office coordinators work long hours?
The work schedule for an office coordinator will mirror the office hours in most situations. If an office is open more than forty hours each week, there may be more than one person in the role. Most offices are on a Monday through Friday schedule with standard business hours.
Who do office coordinators report to?
Each company has a unique reporting structure, but office coordinators report to an office manager or administrator in many situations. Some companies have more than one coordinator, each assisting a separate department, so they may report to a HR manager or a sales manager. You can ask how the role is structured at the interview at the specific company.
How do you become an office coordinator?
The office coordinator position is typically entry-level, so you can apply for these positions once you complete high school. If you have some administrative experience, it can also help boost your chances. Excellent resources are available to become certified and gain additional knowledge to help your resume look even more appealing.
What skills are required for office coordinators?
Office coordinators are responsible for many different tasks in the office. Strong candidates will need good computer skills, knowledge of ordering and maintaining inventory of supplies, and great customer service skills.