Administrative Coordinator Job Description and Role Overview

The Administrative Coordinator plays a central role in ensuring efficient office operations and supporting managers and teams with administrative tasks. Suitable applicants are organised, proactive, and able to manage competing priorities while maintaining accurate records and professional communication with internal and external stakeholders.

Administrative Coordinator Job Profile

The Administrative Coordinator is responsible for coordinating day to day administrative activities that enable a team or department to operate effectively. This role focuses on office management, document control, calendar coordination and first-line stakeholder liaison to ensure business processes run smoothly.

The purpose of the role is to provide reliable administrative support that improves team productivity, maintains compliance with internal procedures and contributes to a well organised working environment.

Administrative Coordinator Job Description

The Administrative Coordinator will manage routine office duties and coordinate schedules, meetings and correspondence for managers and staff. They will prepare and maintain accurate records, draft standard documents and assist with basic reporting to support decision making. The role requires regular interaction with colleagues, suppliers and visitors, ensuring enquiries are handled professionally and promptly.

Work is typically office based with periods of concentrated administrative activity linked to project milestones, reporting cycles and events. The post-holder is expected to work with minimal supervision, prioritise tasks, and escalate issues where appropriate while maintaining confidentiality and adhering to organisational policies.

Expectations include delivering high quality administrative outputs, continuously improving office processes, and contributing to a collaborative team environment. The role may require occasional flexibility in hours to meet business needs, and the ability to adapt to changing priorities.

Administrative Coordinator: Duties and Responsibilities

• Coordinate diaries and schedule meetings, ensuring timely communication of changes and preparation of agendas.
• Receive and direct telephone and email enquiries, providing accurate information or routing to appropriate contacts.
• Prepare, format and proofread correspondence, reports and presentation materials to a high standard.
• Manage filing systems and maintain electronic and paper records with attention to confidentiality and retention policies.
• Support meeting logistics including room bookings, equipment checks and circulation of minutes.
• Process incoming and outgoing post and courier items; manage internal mail distribution where required.
• Order and maintain office supplies, monitor stock levels and liaise with suppliers for replenishment.
• Assist with basic financial administration such as invoice checking, expense claims and petty cash reconciliation according to procedures.
• Support onboarding activities for new starters by preparing workspace and collating induction materials.
• Maintain contact lists and stakeholder directories, ensuring information remains current and accessible.
• Coordinate travel arrangements and itineraries, and prepare related documentation if required.
• Compile routine management information and simple reports from source data for review by managers.
• Ensure compliance with office policies and contribute to the development of administrative procedures.
• Provide occasional cover for other administrative roles to maintain continuity of service.

Administrative Coordinator: Requirements and Qualifications

• Educated to A-level standard or equivalent; a relevant administrative qualification is desirable.
• Proven experience in an administrative or office coordination role, typically 2 years or more.
• Strong organisational skills with the ability to prioritise multiple tasks and meet deadlines.
• Excellent verbal and written communication skills with accurate attention to detail.
• Confident numeracy skills and experience handling basic financial administration.
• Proficient in standard office software and electronic communication methods.
• Demonstrable ability to maintain confidentiality and handle sensitive information appropriately.
• Good interpersonal skills with the ability to liaise effectively with internal and external stakeholders.
• Ability to work independently, exercise initiative and follow established procedures.
• Customer service orientation and a professional approach to front of house duties.
• Problem solving skills and a readiness to adapt to changing priorities and workload peaks.
• Reliable timekeeping and a commitment to delivering consistent administrative support.