An Administrative Coordinator is vital to the smooth functioning of any organization, providing crucial support to various departments and helping ensure efficient daily operations. With a keen eye for detail and strong organizational skills, an Administrative Coordinator manages schedules, coordinates meetings, and oversees administrative tasks.

What is an Administrative Coordinator?

An Administrative Coordinator is responsible for supporting organizational operations by handling a variety of administrative tasks. These tasks typically include scheduling meetings, managing calendars, preparing reports, maintaining records, and ensuring smooth office operations. Administrative Coordinators often act as liaisons between different departments and are key to the timely completion of various business functions.

Administrative Coordinator Responsibilities Include:

  • Managing and maintaining schedules and calendars for executives or department heads.
  • Organizing meetings, including coordinating logistics, preparing agendas, and taking minutes.
  • Assisting with the preparation of reports, presentations, and other documents.
  • Managing office supplies, and ensuring stock is replenished and organized.
  • Handling incoming calls, emails, and correspondence, ensuring proper follow-up.
  • Coordinating travel arrangements and accommodations for staff as required.
  • Maintaining filing systems, both physical and digital, to ensure easy access to important documents.
  • Assisting in the preparation of budgets and handling financial documentation.
  • Liaising with other departments to ensure smooth coordination of activities.
  • Monitoring office equipment and coordinating maintenance as necessary.
  • Supporting various administrative functions to ensure smooth business operations.

Job Title: Administrative Coordinator

Job Introduction

We are seeking an organized and detail-oriented Administrative Coordinator to help support daily operations and ensure that administrative processes run smoothly. The ideal candidate will be proactive, possess strong communication skills, and have a proven track record of managing office tasks efficiently. As an Administrative Coordinator, you will play a key role in supporting various teams and contributing to the overall success of the organization.

Responsibilities:

  • Coordinate and maintain executive schedules, ensuring all meetings, appointments, and deadlines are met.
  • Organize and manage meetings, including preparing agendas and taking detailed minutes.
  • Prepare and proofread reports, presentations, and other business documents.
  • Handle office inventory, ordering supplies, and maintaining office organization.
  • Respond to calls, emails, and correspondence, ensuring all inquiries are addressed promptly.
  • Manage travel arrangements for staff, including booking flights, hotels, and transportation.
  • Maintain filing systems and ensure documents are easily accessible and properly categorized.
  • Assist with budgeting, handling expenses, and maintaining financial records.
  • Collaborate with other teams and departments to support company objectives and streamline processes.
  • Ensure that office equipment is in working order and coordinate any necessary repairs or replacements.

Requirements:

  • A Bachelor’s degree in Business Administration, Management, or a related field is preferred; relevant certifications are a plus.
  • Proven experience (2+ years) in an administrative support role or as an Administrative Coordinator.
  • Strong organizational and multitasking abilities, excellent written and verbal communication skills, proficiency with office software (Microsoft Office, Google Suite), and familiarity with office equipment and systems.
  • In-depth knowledge of office administration, record-keeping, and managing office operations.
  • Professional certifications in administration (e.g., CAP, Office Management) are advantageous.

Conclusion

This template provides an easy-to-follow structure for creating a comprehensive Administrative Coordinator job description. With Cleveri’s AI-driven Candidate Screening and Video Interviewing platform, you can streamline the recruitment process, ensuring you find candidates who meet your qualifications and match your organization’s needs. Cleveri helps you identify top candidates quickly, improving the efficiency and effectiveness of your hiring process.