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Administrative Coordinator Job Description Template

Writing a good job description is a vital part of hiring the right person for your business. As a recruiter or hiring manager, the last thing you want is to waste time sifting through resumes of unqualified individuals, or those who are unclear about the job responsibilities. An Administrative Coordinator job description sample enables you to weed through candidates quickly who aren’t qualified or don’t seem sincerely interested in working for your company. Taking the time to create a well-written job description before the resumes begin to flood in can save you hours sorting through under-qualified applicants.

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Administrative Coordinator Job Description Sample

To help you draft a good job description, we have included an Administrative Coordinator job description sample below.

Administrative Coordinator Job Summary

You will organize, manage, and perform an extensive array of secretarial, administrative, and program support activities on behalf of the Vice President, Assistant Vice President, and other senior officers of the company. You will be the primary point of administrative and operational contact for internal and external communications, often on complicated and confidential matters.

Administrative Coordinator Job Responsibilities and Duties:

  • Provides confidential administrative assistance to the chief executives
  • Handles purchasing and maintenance of all general office supplies
  • Manages the company schedule and calendar and arranges travel
  • Screens and handles telephone communications and greets visitors to maintain a professional image
  • Serves as a liaison with external institutions, other offices, and clients
  • Collects, enters, and maintains information to maintain departmental databases and records
  • Drafts and finalizes written correspondence and documentation for the office
  • Screens and assesses incoming and outgoing correspondence and develops replies
  • Handles incoming and outgoing shipping and receiving activities, including FedEx and UPS shipments
  • Assists in the coordination, direction, and fulfillment of special projects
  • Coordinates and supervises the daily management of equipment and facilities for the organization
  • Enhances personal growth and professional development by participating in workshops, in-service meetings, current literature, and educational programs
  • Performs additional job-related duties as assigned

Administrative Coordinator Skills and Qualifications

  • High School Diploma or GED
  • Six months or more in an office environment using computers and telephones to carry out diverse administrative duties
  • Highly efficient time management skills and ability to prioritize tasks
  • Strong capability to multitask and finish assigned projects before deadlines are due
  • Highly proficient in Microsoft Office, including Word, Excel, Outlook, and PowerPoint
  • Ability to work with minimal or no supervision
  • Self-motivated and effective in a team setting and individually

Company Profile

Pacific Coast Green Business Products was founded in 1996 and has since developed into one of the top environmentally friendly business products companies in the Pacific Northwest. Our company provides innovative solutions and insightful strategies for green office products. Our purpose is to lead the industry while inspiring our employees and clients to make the world a greener place. Our mission is to develop successful relationships that benefit our employees, enhances the community, and sustains the company for the future.

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Administrative Coordinator Job Responsibilities

When writing an administrative coordinator job description, you should put considerable focus on the responsibilities section. This should be the meatiest section and include the strongest information. Remember that this is the section that is selling the position, so you should go into detail about what candidates’ daily tasks will be if they are hired.

The section that explains the administrative coordinator job responsibilities should follow a specific format to ensure it is effective. Using a bulleted list is recommended, and you should aim to have more than five but fewer than nine bullet points. As you can see from the following examples, it is best to use a strong action verb for the first word of each bullet point. This makes the administrative coordinator job description focused on the tasks candidates will do if you hire them and demonstrates what the daily responsibilities are.

  • Oversee all staff operations to ensure daily tasks are completed successfully by all departments
  • Manage office budgets and resources, placing orders and adjusting monthly shipments based on budget and inventory
  • Create written reports of office operations on a monthly basis, including information on sales and accounting
  • Present reports at quarterly board meetings, making suggestions for improvements and new strategies
Administrative Coordinator Job Specifications

The qualifications and skills section is typically the shortest part of your administrative coordinator job description, which often gives it the misconception of being unimportant. On the contrary, this section can determine how many applicants you will receive. If the qualifications are too lenient, you may receive many applications from unqualified candidates, and if they are too strict, the talented candidates may be too intimidated to apply.

When writing the section that outlines administrative coordinator job specifications, it is best to divide them by which are mandatory and which are preferred. Speaking with current administrative coordinators or the hiring manager should help you categorize all qualifications your company has for this position. For example, education, working experience and foreign languages are all examples of common mandatory attributes. Behavioral qualities are most likely preferences to help narrow down that number of people who apply. You should include both kinds of qualifications in your administrative coordinator job description so readers have a good understanding of what you are looking for. Use these examples to get started.

  • Bachelor degree in business or related field required, master’s degree preferred
  • Minimum five years of working experience in a management position
  • Strong interpersonal, written and oral communication skills
  • Analytical, organized and capable evaluator

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Writing Your Administrative Coordinator Job Description: Dos and Don’ts

Once you finish writing the job description, follow these straightforward dos and don’ts to ensure that it is correct.

• Do keep the job description brief, concise, and to the point.
• Don’t use an excessive amount of keywords in the job description.
• Do use relevant keyword phrases that are likely to produce results.
• Do focus on special skills or niche positions required for the job.
• Do use alternative job titles when appropriate.
• Don’t list salary or benefits if it is against company policy.
• Do summarize daily responsibilities in your job description.
• Do market the advantages of the position and company in the job description.
• Do use bullet points to make it easy to spot relevant points in the description.
• Do include the location of the job.

The easier you make it for a job seeker to answer questions and submit a resume, the more apt you are to attract the top talent for your organization. Your job of recruiting the best candidate for an Administrative Coordinator position is easier when you write a clear job description.