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Title
Text copied to clipboard!Administrative Coordinator
Description
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We are looking for an Administrative Coordinator to join our team and play a key role in supporting our office's daily operations. The ideal candidate will be a highly organized, detail-oriented individual who thrives in a fast-paced environment. As an Administrative Coordinator, you will be responsible for managing office communications, coordinating meetings and events, maintaining records, and providing general administrative support to ensure efficient operation of the office. You will act as the point of contact for all employees, providing administrative support and managing their queries. Main duties include managing office stock, preparing regular reports (e.g., expenses and office budgets), and organizing company records. The successful candidate will have excellent written and verbal communication skills, strong time management skills, and the ability to multitask and prioritize work. This role requires a proactive approach to problem-solving and strong decision-making skills. If you are a self-motivated individual who can work independently as well as part of a team, we would like to meet you.
Responsibilities
Text copied to clipboard!- Manage office supplies stock and place orders when necessary.
- Prepare regular reports on expenses and office budgets.
- Maintain and update company databases.
- Organize a filing system for important and confidential company documents.
- Answer queries by employees and clients.
- Update office policies as needed.
- Maintain a company calendar and schedule appointments.
- Book meeting rooms as required.
- Distribute and store correspondence (e.g., letters, emails, and packages).
- Prepare reports and presentations with statistical data, as assigned.
- Arrange travel and accommodations for staff.
- Manage office equipment and infrastructure to ensure a well-running office.
- Assist in the onboarding process for new hires.
- Coordinate with IT department on all office equipment.
- Ensure office policies and procedures are followed by all employees.
- Handle confidential information in a professional and discreet manner.
- Support budgeting and bookkeeping procedures.
- Create and update records and databases with personnel, financial, and other data.
Requirements
Text copied to clipboard!- Proven experience as an Administrative Coordinator or similar role.
- Solid knowledge of office procedures.
- Experience with office management software like MS Office (MS Excel and MS Word, specifically).
- Strong organization skills with a problem-solving attitude.
- Excellent written and verbal communication skills.
- Attention to detail and analytical skills.
- High school diploma; additional qualifications in Office Administration are a plus.
- Ability to multitask and prioritize daily workload.
- Experience with office equipment (e.g., fax machines and printers).
- Professional attitude and appearance.
- Strong interpersonal skills.
- Ability to be resourceful and proactive when issues arise.
- Excellent time management skills.
- Familiarity with email scheduling tools, like Email Scheduler and Boomerang.
- Comfortable handling confidential information.
- A minimum of 2 years of experience in an administrative role.
Potential interview questions
Text copied to clipboard!- Can you describe your experience with managing office budgets and expenses?
- How do you prioritize your work when you have multiple tasks at hand?
- Can you give an example of how you've improved an office procedure?
- How do you handle confidential information?
- What office management software are you most familiar with?
- Describe a time when you had to handle a difficult situation within the office. How did you resolve it?
- How do you stay organized and ensure that you meet deadlines?
- What strategies do you use to manage office supplies and prevent shortages?
- Can you describe your experience with planning and coordinating office events or meetings?
- What do you think are the most important qualities for an Administrative Coordinator to have?