Why this matters:
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.
What to listen for:
- Ability to successfully evaluate and prioritize tasks
- Comfort switching gears throughout the day
- Clear strategies for staying organized
Why this matters:
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.
What to listen for:
- Detail-oriented mindset
- Accountability for errors made
- Clear strategies for catching potential mistakes before submitting work or sending communications
Why this matters:
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.
What to listen for:
- Problem-solving capabilities
- Strong customer service skills
- Ability to remain calm and professional under pressure
Why this matters:
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.
What to listen for:
- Ability to handle conflict gracefully and professionally
- Ability to remain calm in stressful situations
- Leads with empathy and respect when interacting with coworkers
Why this matters:
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.
What to listen for:
- Strategic thinking
- Knack for communicating and teaching new processes to colleagues
- Willingness to help improve the workplace
Why this matters:
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.
What to listen for:
- Strong interpersonal skills
- Collaborative mindset
- Excellent communication skills
Why this matters:
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.
What to listen for:
- Genuine passion for their career
- A strong sense of the skills they bring to the table
- Values and goals for the role that align with your organization’s
Why this matters:
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.
What to listen for:
- Ability to seamlessly shift gears throughout the day
- Clear strategies for staying on task
- Accountability for responsibilities and oversights
Why this matters:
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.
What to listen for:
- Strong communication skills
- Willingness to take initiative in forming relationships with colleagues
- Welcoming and positive attitude
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