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.
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
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.
What to Include in Your Administrative Coordinator Job Description
Make sure to take into consideration how much information to include when you are writing an Administrative Coordinator job description. Before writing, ask yourself if you want to include salary information or save that for the interview, how you will place keywords appropriately to attract talent on job boards and online postings, and what requirements you will include in the job description.
• Title and Summary – Develop a job title and include the level of the position, such as entry, assistant, lead, or senior, that accurately portrays the work the employee will do. This job title should reflect the culture of your organization and your industry standards. After the job title is chosen, write a quick summary with an overview of the main job responsibilities and what purpose the position will fill. Keep the summary to one to three sentences: short, concise, and to the point.
• Responsibilities – Next, identify the basic functions that the position will support. List five to 10 responsibilities, and start each one with an action verb. This is the time to be transparent and open about what tasks are expected and the amount of time each one contributes to the overall position. This provides some idea of what to expect on a typical day.
• Company Information – A person searching for a job will review your information to conclude if yours is the type of company where they want to work. They identify if the mission and culture of your business aligns with their style.
• SEO – When a candidate is looking for a job, the keywords they use should show up in your job description. As applicants search for work on popular search engines such as Google, Yahoo, and Bing, your content should be full of relevant keywords. Research indicates that most job seekers only view the first page of search results, so it is critical to optimize your job description to display on the first page of results. Placing keywords in your job description may increase your views significantly.
• Call to Action – Encourage the applicant to take action and submit a resume. Some effective calls to action are apply now, send us your resume, or any other relevant term that motivates a job seeker to apply.
A precise and brief Administrative Coordinator job description ensures that any applicant viewing it can readily understand why they may want to work for your company.
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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.