Office Coordinator Job Description: Top Duties and Qualifications

An Office Coordinator, or Office Manager, oversees the day to day activities associated with running an office. Their duties include acting as a focal point for all departments, handling administrative tasks and developing and enforcing office protocols. 

 

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Office Coordinator duties and responsibilities

An Office Coordinator must be able to multi-task. Their main duties and responsibilities may include:

  • Establishing and enforcing office policies
  • Maintaining a clean and organised office appearance
  • Dealing with disciplinary issues
  • Providing support for HR initiatives
  • Managing office budgets
  • Completing supply inventory
  • Developing quality control procedures
  • Improving communication in the office

 

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Office Coordinator Job Description Examples:

 

Example 1

Office Coordinator, Soho London

Our client, a small but growing investment company are currently looking to hire an Office Coordinator to cover maternity leave (9 to 12 months). A friendly, engaging and professional team based in a modern, beautiful office environment in the heart of London’s Soho.

Acting as a hub of communication for the team and looking after the office facilities you will oversee the day-to-day operations of the working environment.

This is an office based role but there is some flexibility for days working from home when the office is quiet.

Duties to include:

· Reception - answering calls and welcoming visitors

· Handling post and deliveries

· Ensuring the office is tidy, presentable, and well-stocked

· Support the team with room-bookings and hot desk allocation

· Manage supplier relationships - cleaners, building maintenance, I.T.

· Responsible for health and safety including fire and first aid

· Organise and book travel for the team

· Organise staff / client events

· Ad-hoc administration e.g. social media / website updates or CRM

We are looking for candidates with experience supporting teams, executives, and offices in a diverse administrative capacity. Candidates who work in a collaborative way but also have the confidence to make decisions and be proactive in their approach.

Basic salary for this role will be between £28,000 and £33,000 (D.O.E) and benefits include private medical, pension, well-being allowance and a contract completion bonus of 10% of salary.

LK People are a leading U.K. recruitment consultancy. We specialise in the supply of EAs, PAs, Team Assistants, Office Managers, Administrators and Receptionists on a permanent, temporary and contract basis, across all industry sectors. We receive a high volume of applications, so we may be unable to respond to all applicants.

Job Type: Fixed term contract
Contract length: 9 - 12 months

Salary: £28,000.00-£33,000.00 per year

Schedule:
  • Monday to ID: KCOCI
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    Example 2

    Are you a team player who is motivated and looking for a new career opportunity with one of the leading temperature-controlled distribution businesses in the UK?

    As one of our Bookings Office Coordinatorsyou will be responsible for (but not limited to):
  • Responding to Customer/Depot emails and phone calls
  • The building of loads ex RB based on geographical area or Retailer, booking in those deliveries with depots using their booking systems/emails/phone calls
  • Creation and booking of collections on the Transport system.

    Don’t have experience within a role like this?

    Don’t worry, the right candidate will receive 6 months full training so that you are equipped to do your job with confidence. All we want from you is the ability to work well as part of a team, a polite telephone manner, a good work ethic and good computer literacy skills.

    The position that we have available is: Days 4 on / 4 off

    We also offer a range of incentives which include:
  • Internal progression opportunities
  • Overtime (subject to availability and paid at a premium rate)
  • Long service awards
  • Company pension scheme
  • Health cash plan
  • Employee referral programme
  • Christmas benefits
  • Free on-site parking

  • Optional Social Club benefits

    Your annual salary will range from £24,075.00

    Any further questions please contact us on [phone number]9

    Job Types: Full-time, Permanent

    Job Types: Full-time, Permanent

    Salary: £24,075.00 per year

    Additional pay:
  • Loyalty bonus
  • Yearly shift
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    Example 3

    Office Co-ordinator / Team PA

    Denton are a 25-year old established Design & Build Company based in the City of London, We design and fit out Office Space. We are currently based near Liverpool Street but are relocating to a larger premises in late July/early August to Cheapside (near Bank Tube Station).

    We are currently seeking an Office Administrator/Co-ordinator to join our team.

    This role will focus on the support and smooth running of our Office for both Employees and Clients.

    Position hours: Full Time, Office Based 8:30-17:30 Monday to Friday

    Duties include;

  • Answering calls
  • Front of house (meet and greet visitors – showing them to meeting rooms etc)
  • Organising company events
  • Diary Management (meeting rooms and some Directors)
  • Booking travel and accommodation
  • Enforcing housekeeping policies - Maintaining overall appearance of office.
  • General Admin for all departments
  • Data entry – Insurance renewal updates (chasing certs and inputting new onto system)
  • Managing and monitoring spending on company credit card – collating expenses for the same.
  • Ordering office supplies
  • Fire Marshall, First Aider, AED use (training provided)
  • Courier bookings
  • Manage office supplier contracts
  • Liaising with building maintenance for repairs and general issues
  • Managing access cards and office security – changing alarm code, informing staff, cleaners and building management
  • Assisting HR with the onboarding of new starters
  • Office Moves – helping with co-ordination. We have a move coming up in July so you will learn a lot regarding this.

    The right candidate will have;

  • Strong Organisational Skills
  • Great Communication Skills (both written and verbal)
  • Good Attention to Detail – You will be responsible for many moving parts of the office environment – you will know or learn to know the when, how, why, what, and where of everything office-related, can spot potential mistakes before they happen, and work tirelessly to make sure everyone’s needs are accommodated for.
  • A Proactive approach
  • Interpersonal Skills (easily interact with a range of employees, clients and contractors across all levels of seniority)
  • Proficient knowledge in the use of common computer applications and software such as programs within Microsoft Office (Excel, Word, etc)
  • Problem solving skills - If the printer breaks, if someone’s keycard stops working, or if the heating/air con breaks down for example, you are responsible for getting these fixed while also maintaining the office as usual. You will need to be able to navigate competing priorities, schedules, and projects, and be able to quickly switch gear when something needs to be taken care of urgently.
  • At least 1+ Years’ relevant experience in similar role

    Denton are pleased to offer;

  • Supported Personal Development & Training.
  • A Competitive Salary
  • 24 Days holiday leave (Includes 1 day for your birthday and at least 3 days over the Christmas break) + standard 8 Bank Holidays
  • Increasing Annual Leave entitlement with Long Service
  • Pension Scheme

    Denton Associates is an equal opportunities employer. The company are committed to encouraging equality, diversity and inclusion among our workforce, and eliminating unlawful discrimination. The aim is for our workforce to be truly representative of all sections of society and our customers, and for each employee to feel respected and able to give their best.

    The Company endeavours to ensure that no employee, job applicant or candidate for promotion receives less favourable treatment because of age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation (the “Protected Characteristics”).

    Accordingly, the Company will endeavour to ensure that individuals are selected, promoted and receive treatment that is fair and on the basis of their relevant aptitudes, skills and abilities.

    Job Type: Full-time

    Salary: £26,000.00-£30,000.00 per year

    Additional pay:
  • Performance bonus
    Benefits:
  • Private medical insurance
    Schedule:
  • Monday to Friday

    Ability to commute/relocate:
  • London, EC3A 8FR: reliably commute or plan to relocate before starting work (required)

    Experience:
  • Administrative: 1 year (required)

    Work Kingdom (required)
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    Example 4

    We are currently working with a family run manufacturing organisation based in Alfreton to recruit for a Office Co-Ordinator and Purchasing Assistant to join their team. This role is a newly created role where you will be responsible for ensuring the organisation of the office procedures and liaison between the office and the warehouse.

    If you are from a strong customer service background you are resolution focused then this is the role for you.

    Office Co-ordination responsibilities:
  • Responsibility for the organisation and control of all office procedures
  • Problem solving and being the lead decision maker in various situations
  • Liaising with production to achieve customer deadlines
  • Final checks of office paperwork
  • Organisation of waste removal from site
  • Organisation of on-site cleaners
  • Generating and management of Import/Export paperwork
  • Various Returns to HMRC
  • Supporting the Directors

    Purchasing responsibilities:
  • Requesting ations on materials
  • Processing and generating purchase orders
  • Checking order acknowledgements
  • Monitoring receipt of goods in
  • Management of Internal systems

    If you are a organised and resolution focused person who is looking for a new challenge and you are looking to work for friendly and welcoming organisation where you wont be just a number and your ideas will be heard then please submit your CV for immediate consideration.

    Job Type: Permanent

    Salary: £26,000.00-£30,000.00 per year

    Benefits:
  • On-site to Friday
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    Example 5

    Closing Date: 05/07/2022

    Unboxed: Creativity in the UK is a once-in-a-lifetime celebration of creativity taking place across England, Northern Ireland, Scotland and Wales and online from March to October 2022. We're lifting the lid on 10 awe inspiring new ideas, shaped across science, technology, engineering, the arts and mathematics by brilliant minds working in unexpected collaborations. Unmissable events and unforgettable experiences are coming to places and spaces right across the UK: from coastal towns and city centres to breathtaking areas of natural beauty.

    Unboxed is looking for an Executive Office Coordinator that will be responsible for supporting the day-to-day requirements of the Executive Office. The successful candidate will provide effective and professional support, efficient diary management services and support the overall administration of the team (including working closely with the Executive Assistants of the Chief Creative Officer, Executive Director and wider Board members).

    Responsibilities:

  • Provide dedicated coordination and organisational support to Unboxed Executive Office members and Assistant Project Manager, managing multiple diaries and tracking actions.
  • Create and maintain a range of internal documents including spreadsheets, budgets and filing systems.
  • Support the Governance Manager with the administration of the Board and committees, collating information and producing documents as required.
  • Maintain electronic filing systems on SharePoint.
  • Support with the administration of procurement/ contracting, including tracking the approvals of documents and paperwork.
  • Provide a confidential and highly professional business support to the Executive team and its stakeholders.
  • Act as the primary point of contact for Office Facilities Management to ensure safe and secure working environment with particular attention to COVID-19 planning, Health & Safety, IT, and growth of the Unboxed team.
  • Support the Assistant Project Manager in leading the collaborative administration across Unboxed and the Cultural division of the Commonwealth Games.

    Skills and Experience Required:

    Essential

  • Proven working administrative or EA/PA experience gained in a professional office environment
  • Strong organisational skills and high level of attention to detail, solid time management and goal orientation skills
  • Take ownership of day-to-day workload and projects while prioritising demands from others and meeting deadlines
  • An excellent team player who considers organisational goals a priority
  • Experience raising Purchase Requisitions

    Please see the job description for a full breakdown of the position responsibilities.

    Start Date: ASAP

    Duration: Fixed Term Contract until January 2023

    Salary: Circa £28,000 per annum, pro rata

    Location: 6 Brindley Place, Birmingham, B1 2JB (Full-time, office-based)

    This position is subject to a Basic criminal record check from the Disclosure and Barring Service.

    Unboxed is an equal opportunities organisation and Disability Confident employer and we encourage applications from all backgrounds and communities. We have received the Leaders in Diversity award through the National Centre for Diversity. The principles "Fredie" (Fairness - Respect - Equality - Diversity - Inclusion and Engagement) support our aim of delivering a truly inclusive and accessible games.

    As part of our commitment as a Disability Confident employer, we offer a guaranteed interview to anyone with a disability whose application meets the minimum criteria for the post. If you wish for your application to be considered under the Disability Confident scheme, please submit a completed form with your application, which can be found on the Unboxed jobs site under the current vacancies drop down.

    To apply for this role please follow the link and complete the application attaching a single document containing your CV and Covering Letter. Please also submit your disability confident/ reasonable adjustments form (if required).

    On occasions where we receive a large number of applications, we may close the advert ahead of the publicised closing date. We would therefore advise that you submit your completed application as soon as possible.

    We take your data privacy seriously. Before sending your application please review our applicant privacy notice which explains how we use your personal data. This can be found on the Unboxed 2022 jobs site under the current vacancies drop down.

    Advertising Date: 21/06/2022

    Job Types: Full-time, Fixed term contract
    Contract length: 6 months

    Salary: £28,000.00 per to Friday
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    What does an Office Coordinator do?

    An Office Coordinator is responsible for keeping an office running. This includes everything from scheduling meetings to dealing with HR paperwork. Their tasks are wide-ranging and vary depending on the size and structure of an office. They interact with almost every employee in an office and are sometimes responsible for greeting clients

     

    Office Coordinator skills and qualifications

    The Office Coordinator provides assistance for an entire office. A successful Office Coordinator will have various prerequisite skills and qualifications that include:

    • Ability to manage people and resources
    • Flexibility and ability to multi-task
    • Excellent time management skills
    • Ability to utilise computer software used within the office
    • Excellent verbal and written communication skills
    • Ability to work well with others
    • Excellent customer service skills
    • Ability to remain calm under pressure and balance their workload

     

    Office Coordinator experience requirements

    Any previous experience in an administrative role is beneficial for this job. An applicant who has previously worked in an office setting will usually have a good understanding of the role and what it requires. Many employers list this job as an entry-level position. An applicant who is organised, communicates well and understands the dynamics of an office setting can be considered. 

     

    Office Coordinator education and training requirements

    Office Coordinators should have a university degree in business management, human resource management or public administration. A degree usually requires two to three A levels or equivalent. Some employers prefer Office Coordinators that have completed a higher apprenticeship in business administration which requires four or five GCSEs at grades 9 to 4. Candidates who haven’t attended university or completed any formal schooling related to the position can still be a good applicant, if  they have had previous work experience as an Office Assistant and moved up to become a Manager through internal training. 

     

    Office Coordinator salary expectations

    According to Indeed Salaries, the average salary of an Office Coordinator in the UK is £22,646 per year. This figure varies depending on factors including the company, experience and geographical location. 

     

    Job description samples for similar positions

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    Office Coordinator job description FAQs

     

    How can you make your Office Coordinator job description stand out?

    Focus on what makes the office an interesting and valuable place to work. Mention the clients they will be working with and the overall office environment. Talk about how the Office Manager helps shape the office environment and working culture. Then state the unique benefits the company offers to employees. Highlight competitive salary, maternity/paternity leave, and pension possibilities.

     

    Who reports to an Office Coordinator?

    An Office Coordinator interacts with all departments in an office. This means that employees from every area report to the Office Coordinator with their concerns, scheduling conflicts and ideas. There is usually not a direct subordinate that works with an Office Coordinator unless there is an Assistant Office Coordinator employed.

     

    Do Office Coordinators have different responsibilities in different industries?

    The core responsibilities of an Office Coordinator remain the same across most industries. Office Coordinators are expected to be highly organised, efficient and able to work well with people in all departments. However, an Office Coordinator needs to be generally knowledgeable about the industry in which the company works in.  

    For example, an Office Coordinator in a barristers office will need a general knowledge of the legal industry, on matters such as billing invoices and court scheduling. In comparison, an Office Coordinator that works for a tech company needs to have some knowledge of coding and tech trends. The Office Coordinator in a  tech company will be working in a very different environment than a barrister’s office. An applicant should also be aware of how the industry will affect their responsibilities and working environment. 

     

    What should you look for in an Office Coordinator CV?

    Look for a CV that really highlights customer service and a willingness to work with other people. An Office Coordinator is a highly visible and social job. Even if an applicant doesn’t have experience in a previous Office Coordinator role, previous work in a retail shop or restaurant shows relevant experience in areas of crisis management and teamwork. 

    Job Description Examples

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