Hiring office coordinators

Due to their vast array of responsibilities, an office coordinator needs to be skilled in evaluating the importance of tasks in a given day and prioritizing the most urgent ones. The candidate should have a toolbox of clear strategies to stay organized like creating a master list of responsibilities, managing a calendar for refilling supplies, or keeping a daily to-do list.

When scheduling repairs, restocking supplies, or submitting documents to clients and customers, it’s important that an office coordinator’s work and communications are accurate and error-free so that the workplace can operate effectively. A strong candidate will be highly organized, detail-oriented, and will always double-check their work.

The office coordinator is often the first person a customer speaks with when calling or visiting your workplace. They should be a welcoming presence and provide impeccable customer support. A strong candidate will also be a natural problem-solver. If they don't know an answer to a question they should never give an inaccurate answer, but instead work to find the correct information.

In a fast-paced office environment, an office coordinator fields requests from many colleagues in a given week, but it’s hard to please everyone. Perhaps someone wants to book a preferred conference room, but it’s already reserved. A great office coordinator will lead with empathy when speaking with colleagues, and be able to diffuse conflict professionally.

An office coordinator’s overarching goal should be to keep the workplace running smoothly and efficiently. A strong candidate will be a strategic thinker who continually searches for ways to improve efficiency. They should be willing to suggest and implement new processes when they come across outdated ones.

An office coordinator will likely work with everyone who steps foot in your workplace at some point or another. Some office coordinators even plan social events or company-bonding activities. Your candidate should be comfortable collaborating on projects and communicating with colleagues and customers on a daily basis.

Strong office coordinators are able to clearly articulate the value they bring to their workplace — whether it’s developing efficient processes, keeping the space stocked and usable, or facilitating collaboration. The candidate’s answer should give you a sense of what skills they bring to the table and their goals in the role.

An office coordinator must juggle a variety of tasks throughout the day. Staying focused and alert can be difficult when you’re constantly shifting gears. A strong candidate will be able to describe strategies they use to stay motivated and organized — such as making checklists, planning breaks, or creating daily goals.

As the true lifeblood of the workplace, an office coordinator collaborates with most team members on a daily basis. Those who excel at the role take the initiative to build meaningful relationships with their colleagues. These relationships provide the foundation for clear communication and a welcoming office environment.