How to Become an Administrative Coordinator

Administrative coordinators perform various administrative support tasks to ensure their office environment runs smoothly and efficiently. Their responsibilities and duties include:

• Organizing and maintaining up-to-date records of procedures that handle workplace issues and corporate policies 
• Arranging for the company's payment of bills and processing invoices
• Coordinating with the human resources department to ensure that new staff members get appropriate training and orientation
• Managing staff payroll records, including processing paperwork and coordinating benefits enrollment for newly hired employees
• Coordinating with outside service providers to arrange for conferences and special events held by the organization
• Analyzing data and preparing reports on customer behaviors and other business metrics
• Scheduling company meetings and making travel arrangements for executives and other staff members
• Maintaining an account of expenditures for federal and state regulatory compliance purposes and processing expense reports
• Maintaining databases that contain contact information for prospective and existing customers or clients
• Scheduling repairs for office equipment and space and submitting work orders

Administrative coordinators are an important part of any organization, providing administrative and clerical assistance to the management and other employees. While different organizations use different applications and tools, the following are the most common programs you need to discharge your duties effectively:

• Accounting software such as QuickBooks
• Google Workstation
• Microsoft Office Suite
• Email platforms such as Microsoft Outlook
• Video conferencing programs like Google Meet and Zoom 
• File-sharing programs such as Dropbox
• Team communication apps such as Slack

An administrative coordinator works in well-ventilated and lit office settings. You may sit for prolonged periods, but you can move about and take breaks when necessary. Many companies also offer full-time and part-time remote work openings for administrative coordinators, making this job an ideal choice if you don't enjoy going to the office daily. Some jobs may occasionally require travel, especially when visiting other companies or job sites alongside the executives you support. This career is usually a great selection if you have a great attention to detail and love stability.

As an administrative coordinator, you will mostly work with the executives you support or the senior administrative assistant. Also, expect to interact with other company employees, including:

• Department heads
• Clerical staff members such as mailroom managers and receptionists
• Accounting staff
• Team members under your executive
• Upper management staff working with your executive
• IT technicians

As an administrative coordinator, you will report to work during normal office hours during weekdays. That normally involves working around 40 hours every week. However, you may occasionally work evenings or weekends to attend meetings, meet looming deadlines, or complete special projects.

Prior working experience for administrative coordinator candidates can include customer service or other office administrative positions. Furthermore, previous experience with inventory management and purchasing shows the ability to maintain and order office supplies successfully. Prior experience working as an administrative support employee in certain departments or industries such as healthcare, finance, and accounting shows that you can transition to an administrative coordinator role with little or no training.

Apart from getting a relevant degree to become an administrative coordinator, getting certified will make you stand out among other applicants in the profession. Having industry-recognized accreditations in administrative management will improve your professional image, increasing your chances of getting employed or promoted. One of the most popular accreditations is the Certified Administrative Professional (CAP), which requires you to have at least two to four years of working experience. This certification has a three-part examination that covers organizational knowledge and planning, communication, and information distribution, among other topics. CAP accreditation will also build your job knowledge and skills and show competency to your potential employers. Administrative coordinators also need a wide range of soft skills to coordinate and oversee office operations. These skills include:

• Strong communication and presentation skills
• Basic troubleshooting skills
• Teamwork abilities
• Attention to detail
• Great interpersonal skills
• Time management skills
• Excellent organizational skills
• Problem-solving ability
• Knowledge of basic math and finance 
• Sound computer skills

Administrative coordinators perform a wide variety of tasks on any given day based on the needs of their office. They prepare a schedule of enumerated tasks each day with a detailed plan on where and when they need to accomplish every objective. Administrative coordinators utilize scheduling software applications to process requests. They also use the software to confirm meeting attendees and communicate with different people and departments to gather the necessary resources. During downtime, administrative coordinators make copies of important forms, sort paperwork, and organize files to prepare for busy office periods where they have to handle many calls and run many errands.

Good administrative coordinators profoundly understand a wide range of office activities. These professionals take their time to understand the chain of command, different departments, and every role so they can offer the most useful and efficient support possible. Successful administrative coordinators have outgoing personalities, which allow them to know the daily schedules and regular needs of their colleagues, clients, and suppliers. They are well-organized, efficient, and possess excellent problem-solving and communication skills. These professionals are tactful when delegating tasks and communicating with other people. Good administrative coordinators can work well independently and also as part of teams. They are creative and willing to take on new administrative challenges in their workplace. Successful administrative coordinators follow through on their tasks and can simultaneously multi-task and monitor multiple responsibilities. They also stay up to date with the latest technology developments and trends to effectively manage organizational procedures and office systems.

Receptionists and administrative coordinators have many similar duties. Some organizations have distinct roles for receptionists and administrative coordinators, while others use the titles interchangeably. Generally, a receptionist works closely with the general public and focuses more on interacting with clients and customers, while an administrative coordinator emphasizes staff needs and internal communication. In big corporations, receptionists manage multiple direct calls and external phone lines and process visitors, allowing the administrative coordinators to organize activities in the office and offer administrative support to employees in their organization. Administrative coordinators also work with suppliers and vendors to monitor and purchase equipment or refill inventory for general use.

Pursuing an administrative coordinator career allows you to secure employment opportunities in various industries. Depending on your professional experience, location, work style, and personal references, you can get an administrative coordinator position that appeals to you. The common sectors that hire administrative coordinators include:

• Banking and finance
• Government agencies
• E-commerce
• Law firms
• E-commerce
• Educational institutions
• Staffing and Employment
• Healthcare organizations

Applying for a job as an administrative coordinator is easy with Spherion. You can search for administrative coordinator jobs on Spherion.com by job title and location. If you don’t see the perfect role, you can submit an open application. Once you submit your contact information and resume through Spherion's open application, a recruiter from the office closest to you will reach out with details about potential administrative coordinator roles that fit your skill set and professional goals.