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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