Administrative Coordinator Job Description, Skills, and Salary
Get to know about the duties, responsibilities, qualifications, and skills requirements of an administrative coordinator. Feel free to use our administrative coordinator job description template to produce your own. We also provide you with information about the salary you can earn as an administrative coordinator.
Who is an Administrative Coordinator?
Administrative Coordinators handle the day-to-day duties of a business or company by providing administration and clerical support. An Administrative Coordinator which is also known as the Admin Coordinator is accountable for providing support to the organization’s administrative needs. Their responsibilities include organizing the company’s records, overseeing departmental budgets, and ensuring the inventory of office equipment.
Administrative coordinators manage administrative and clerical duties and general management within organizations. They act as the point of contact connecting internal departments, employees, and customers. They also supervise other administrative staff by assigning tasks, learning abilities, and coordinating administrative tasks.
Administrative coordinators assist an organization to create and manage schedules, controlling budgets of the company as well as greeting and interacting with guests and staff, and ensuring a smooth workflow within the office.
These executives are acting as a liaison between departments, employees, vendors, and departments. To be effective the majority of organizations have a complicated system of staff and specialists that must collaborate to accomplish their tasks. Administrative coordinators usually organize, oversee, direct, and manage the workflow in an organization. They are also called on to study the technical aspects and internal operations of an organization to offer specialized assistance. For instance, in the case where a professor at a university requires reimbursement for expenses for travel, the coordinator will need to collaborate with departments to obtain the funds. They may collaborate in conjunction with the department responsible for travel, the accounting department, faculty support staff, or other departments to gather the required information in the case of the instructor.
An administrative coordinator performs actions that aim to ensure the attainment of goals within the administrative areas for which He manages, plans, coordinates, and supervises the administrative duties of the organization.
Administrative Coordinator Job Description
Below are the administrative coordinator job description examples you can use to develop your resume or write an administrative coordinator job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.
The duties and responsibilities of an administrative coordinator include the following:
- Developing strategies to achieve the vision, mission policies, and strategic goals of the company in their workgroups.
- Guiding the employees they supervise by modeling desirable behaviors within the company.
- Distributing the guidelines from the various directorates to staff members.
- Making suggestions to improve the organization.
- Implementing control and monitoring strategies for the employees who are in charge of them regarding the effectiveness and efficiency of their work.
- Managing resources and developing strategies to encourage the growth of their colleagues.
- Checking the execution of the process in their control and are accountable for the management of the process before the senior management.
- Involving in various organizational activities that focus on the creation and execution of management policies. 9. They are accountable to
- Ensuring the system of quality control. that is part of their procedure.
- Complying with the rules, policies, and organizational standards.
- Implementing using the Performance Management System and reporting the results to employees every month.
- Becoming up-to-date with all documentation for the institute’s employees, and other oversight bodies for the labor component.
- Paying administrative employees based on a monthly schedule
- Creating and managing agreements and settlements for administrative, teaching, and service personnel.
- Requesting the administrative and teaching staff to sign the payment assignments, management reports, and employment agreements.
- Supervising, coordinating, directing, and assessing the process of selection as well as the induction and evaluation of the administrative staff.
- Participating in the purchasing process implemented by the institution, in conjunction with other officials.
- Monitoring and controlling administrative staff’s activities
- Examining the monthly statistics reports and identifying ways to address issues with desertion to administrative aspects.
- Assisting in the operation and provision of computer systems the institution needs to operate
- Creating the annual administrative staff training schedule
- Visiting the various administrative areas to assess their effectiveness and making suggestions for improvements
- Ensuring that inventory control procedures are performed at the scheduled time slots.
- Reviewing the institutional mail daily
- Greeting and directing visitors as well as answering telephone calls and taking care of complaints politely and professionally.
- Maintaining office supplies by checking inventory, together with the vendors to guarantee sufficient supply of the essential items at all times.
- Traveling off-site sometimes to deliver files or reports to other departments.
- Assuring privacy and safety of files as well as filing systems.
- Making schedules, scheduling meetings as well as distributing memos and reports, and making sure everyone is aware of the latest company news and other information.
- Supervising, hiring, and evaluating employees.
- Assisting in delegation and ensuring that the tasks are completed in compliance with the current procedures and policies.
- Performing basic office work which includes answering and routing calls, responding to emails, recording data, and preparing reports.
- Answering questions and searching for details for clients, employees, vendors, and lenders.
- Facilitating interaction between departments as well as interactions between both external and internal individuals.
- Assisting in special projects, for example, process improvement or budget creation.
- Implementing and developing new processes and policies.
- Providing prompt support for both external and internal parties.
- Offering assistance to staff or managers as well as officers at the top of the chain when required.
- Preparing, creating, and distributing reports to different departments.
- Sending and receiving communications to various departments and staff.
- Setting up meeting times for every department.
- Performing clerical work including filing, faxing, and replying to emails.
- Coordinating with Human Resources to manage payroll and personal databases.
- Assisting accounting departments in the process of payment invoices, processing invoices, and keeping track of the receipts
- Keeping digital and physical employee record books
- Making travel arrangements.
- Organizing documents for the company into up-to-date filing systems
- Creating presentations, spreadsheets, and reports.
- Assisting in preparing and implementing the company’s budget.
- Determining how money is used as well as helping manage costs, approving expenses and preparing financial reports.
- Directing, guiding, and communicating with the administrative staff to effectively perform their duties.
- Offering administrative support to the top leaders.
- Controlling the calendar of the Senior Managers on an everyday basis.
- Ensuring reservations for meeting rooms.
- Making and distributing the agenda for the meeting and minutes of the meeting.
- Creating and distributing business journals presentation, transcriptions, and letters in standard formats.
- Securing and protecting the company’s information.
- Analyzing and collecting business information from different departments to create reports and presentations for the management.
Qualifications
- An associate’s degree in office administration.
- 1-year work experience (for entry-level jobs).
- A level of proficiency in Microsoft Office Suite
- Experience with office equipment including fax machines copies machines, and phone systems.
- Highly organized and capable of creating an easy-to-follow and organized system.
- Ability to multitask.
- Self-motivated.
- Strong communication skills
Essential Skills
- Organization skills
An Administrative Coordinator’s responsibilities include monitoring various processes at certain times. Additionally, it handles financial data and oversees the purchasing of items to ensure the operation of the business and the growth of the activities in which all workers are involved. Therefore, the need to be organized. It is a very essential skill a well-trained administrative coordinator should have. Managing administrative and clerical duties requires a high level of organization skills, for it improves the efficiency of the administrative Coordinator. Coordinating team members for effective and efficient administrative work require this essential skill.
- interpersonal skills
It is essential to communicate with your employees from different areas and always create an atmosphere of cooperation and respect. As an administrative coordinator, collaborator of the administrative section, and director of the administrative area, he/she is one of the main faces of the business in front of the rest members of the staff, customers, and prospective users. This is why companies are looking for people with the ability to build relationships with others and who can handle conflicts and lead.
- Confidentiality of information
Because you can access information about the finances of the organization, you also have access to the personal details of all employees, including salaries or contracts, duties, and many more. So, the administrative coordinator must ensure that the business is assured, that all data will be kept confidential.
- Goal-oriented
Particularly when the business is closely linked to sales or the managing of large portfolios of clients. It’s the way to assess the progress and advancements in the work and also to visualize the evolution and development of their activities.
- Be proactive
This is one of the qualities businesses look for in the majority of professionals. For experts in the field of administration, it’s a desirable contribution as they have to, not only provide a pleasant working environment for the whole organization but also fulfilling the needs that involve a lot of employees. Being active and proactive can greatly assist when it comes to coordination. One of the major advantages of specialists in this field is the high demand from corporations. Since administrative assistants are people who oversee the operations of any organization.
- Communication skills
If you do not have the right listening and verbal abilities, these tasks can’t be accomplished to a satisfactory level. Your communication should be tailored to the person you’re talking to. As you’d expect in the realm of communication an all-encompassing approach seldom succeeds. It is essential to adapt your communication style to specific situations and people. In an administrative position, you’ll usually be in contact with various people like support staff, managers, CEOs, external vendors, clients, etc. To be able to speak with a variety of people you must be able to evaluate the situation, recognize non-verbal signals and the body language of others, then adapt your manner of speaking and behavior to the person you’re talking to.
How to Become an Administrative Coordinator
- Education
Administrative Coordinators in entry-level positions should have at the very least a high school diploma or a General Education Development (GED) certificate, in addition to other skills certificates. Certain positions require the minimum requirement of an associate’s degree. Certain employers may require the completion of a bachelor’s degree. A lot of employers are willing to hire candidates who have degrees in any discipline, such as communications, business, or liberal arts. However, some industries and employers may prefer university degrees in specific fields that can help prepare administrative assistants to meet specific needs, like dealing with financial issues. People who do not have degrees may also take advantage of technical courses that teach the necessary skills for administrative assistant jobs which include documentation, business writing as well as filing and organization data processing, and bookkeeping. Certain positions may require comparable experiences to substitute for education prerequisites.
- Training
Administrative coordinators are often trained in specific techniques and methods that are relevant to their job working. Training may take place as part of the process of onboarding for a new employer and can last from up to one month. Training typically involves shadowing the internal administrative personnel like receptionists, office managers, and office managers. They can also take on tasks with supervision till they become confident enough to handle tasks independently.
- Certifications
Certifications help professionals prove their skills to future employers as well as current employers. Administrative coordinators can earn certificates to increase their understanding of their duties and test their skills as professionals and help further develop their careers. Two of these are the most commonly used certificates for this job are;
Certified Administrative Professional (CAP)
It was created in collaboration with the International Association of Administrative Professionals (IAAP). The CAP exam examines six subjects that are relevant to the duties of administrative professionals, such as organizational communication, business documentation and writing as well as information and technology recording as well as event and project management, and other business-related functions. Candidates can take the test in IAAP-approved testing centers across the globe. The IAAP offers test preparation materials through their site.
Microsoft Office Specialist (MOS)
This certification evaluates the technical capabilities by using Microsoft applications that administrative professionals typically employ. Microsoft is currently offering Associate certifications for every particular application, which includes Word, Excel, and PowerPoint.
Where to Work as an Administrative Coordinator
- Commercial enterprise
- Universities
- Medical institutions
- Schools
- Consulting firms
- Tech companies
- Corporate organizations
- Industries
Administrative Coordinator Salary Scale
A person who is employed as an Administrative Coordinator in Nigeria typically earns 167,000 NGN per month. The salary ranges from 78,300 NGN to 167,000 NGN.
The total salary of an Administrative Coordinator is $63,547 per annum in the United States area, with an average of $42,761 per annum.