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Administrative Coordinator Job Ad Template

Spot the difference

Writing job ads can be time-consuming and troublesome, especially when it’s a role you aren’t too familiar with. What separates the Administrative Coordinators from the Office Managers? What skills does a CEO Assistant need that a Coordinator doesn’t?

In short; Administrative Coordinators are scheduling and data entry experts, Office Managers keep an office running at full potential and CEO Assistants offer administrative assistance to the CEO specifically!

  • Administrative Coordinators are there to ensure that a team’s admin tasks run as smoothly as possible. They’re experts in data entry, organising and scheduling meetings, quickly finding vital information and assisting with budget management.
  • An Office Manager is well-skilled when it comes to supporting a team’s in-office needs. Handling communication with any on-site visitors, maintaining office equipment and stock supplies, supporting with office budget management are just a few of the tasks handled by the Office Manager.
  • CEO Assistants are skilled administrative and scheduling experts who primarily focus on managing the administrative duties of the CEO of a company. This will involve managing their calendar, communicating with stakeholders on behalf of the CEO and completing expense reports, among other tasks.
  • A Virtual Assistant is a role that offers remote administrative support to a team. The duties of this role usually vary based on the team’s needs but can include anything from bookkeeping and budget management to data entry.

Job Ad Template

  • Be clear in your description. Know the tasks of the role and ideally who the candidate should be.
  • This means you won’t need to read through too many CVs to find your superstar.
  • You might be tempted to use bullet points in this section, but resist the urge! Tell a story, show off all the cool things they would be responsible for, and get them excited to apply.
  • You should be more focused on your company culture and what your mission is, instead of their daily tasks.

About the role

Have you mastered the skill of data entry? Are you experienced in budget management and invoice processing? Can you manage clear communication across departments and help contribute to a smooth-running office? If these skills match your experience, then our Administrative Coordinator role at {Company_Name} could be the perfect opportunity for you!

Our Administrative Coordinator will be an integral part of the team, creating and preparing vital reports and ensuring they land with the relevant stakeholders. You will play a key role in managing online and offline communications with any external parties, including organising on-site and off-site meetings, and delivering any needed information to internal departments.

You’ll also work closely with the HR and accounting teams on projects that involve tracking and reporting payments, and assisting with payroll organisation.
Du beherrschst die Kunst der Dateneingabe? Du bist erfahren in der Verwaltung von Budgets und der Bearbeitung von Rechnungen? Du bist in der Lage, abteilungsübergreifend zu kommunizieren und liebst es, zu einem reibungslosen Bürobetrieb beizutragen? Wenn diese Fähigkeiten mit deiner Erfahrung übereinstimmen, dann könnte unsere Stelle als Verwaltungskoordinator bei {Unternehmen_Name} die perfekte Gelegenheit für dich sein!

Als unser Verwaltungskoordinator bist du ein fester Bestandteil des Teams, der wichtige Berichte erstellt und vorbereitet und dafür sorgt, dass diese bei den entsprechenden Interessengruppen ankommen. Du spielst eine Schlüsselrolle bei der Verwaltung der Online- und Offline-Kommunikation mit allen externen Parteien, einschließlich der Organisation von Sitzungen vor Ort und außerhalb des Standorts und der Übermittlung aller benötigten Informationen an interne Abteilungen.

Darüber hinaus arbeitest du eng mit den Personal- und Buchhaltungsteams an Projekten zusammen, die die Verfolgung und Meldung von Zahlungen und die Unterstützung bei der Organisation der Gehaltsabrechnung beinhalten.
  • This section is all about your candidate's experience and responsibilities. You should outline very clearly what they should expect from the job role, not from the company itself. 
  • You should use language that speaks to the candidate directly, use of “you”, “we” and “our” are all positives. 
  • Hard skills in this section are important, but don’t overlook the significance of soft skills, like communication and being a team player, these can make a huge difference to the way people work alongside each other and gel professionally. 
  • What do you believe in, and what are your core values?

Responsibilities

Remember these responsibilities are just examples for an Administrative Coordinators job description not all of these will be relevant to your specific job ad. And, there may be extras that we’ve not mentioned! Please edit this draft text to match your company’s needs.

• Managing smooth communication between internal departments and relevant external stakeholders.
• Assisting HR departments with payroll and personnel-related tasks, as well as any needed reports.
• Aiding accounting departments with tracking and reporting expenses and invoices.
• Creating and maintaining various budgets on behalf of different departments.
• Frequently completing data entry projects in an organised and efficient manner.
• Taking the lead when developing new company policies and procedures to help streamline office operations.
• Experience resolving administrative problems.
Denken Sie daran, dass diese Aufgaben nur Beispiele für eine Stellenbeschreibung für Verwaltungskoordinatoren sind, die nicht alle auf Ihre spezifische Stellenanzeige zutreffen werden. Und vielleicht gibt es noch weitere Aufgaben, die wir nicht erwähnt haben! Bitte bearbeiten Sie diesen Textentwurf, damit er den Anforderungen Ihres Unternehmens entspricht.

• Du gewährleistest die reibungslose Kommunikation zwischen den internen Abteilungen und den relevanten externen Akteuren.
• Du unterstützt die Personalabteilung bei der Lohn- und Gehaltsabrechnung, bei personalbezogenen Aufgaben sowie bei der Erstellung von Berichten.
• Du unterstützt unsere Buchhaltung bei der Verfolgung und Meldung von Ausgaben und Rechnungen.
• Du erstellst und pflegst verschiedene Budgets im Auftrag verschiedener Abteilungen.
• Du führst wiederkehrende Dateneingabeprojekte routiniert, organisiert und effizient durch.
• Du übernimmst die Führung bei der Entwicklung neuer Unternehmensrichtlinien und -verfahren, um den Bürobetrieb zu rationalisieren.
• Du verantwortest die Lösung von Verwaltungsproblemen.
  • This section is essential to finding the candidate with the skills and qualifications that will help them in their job role.
  • This should be clear and concise and set boundaries for submissions.
  • The more information you add to your skills section, the less candidates you’ll have to sift through to find the right one.
  • This would waste both your time and the potential candidate so avoid being wordy as much as possible. Think about what would be an essential part of this role, and what would the applicant need to be successful in the job?

Requirements

Keep in mind, these requirements are just examples. Some of these may not be relevant to your specific role and there may be ones we have missed. Please edit this draft text to match your company’s needs.

• Proven work experience as an Administrative Coordinator or Assistant
• Fantastic time management skills.
• Intermediate experience with Microsoft Office (other productivity tools are a plus!)
• Ability to prioritise a high workload.
• Solid track record of managing communication with both internal and external stakeholders.
• Excellent written and verbal communication skills.
• Comfortable analysing in-house costs and implementing cost-cutting strategies.
• Qualification in Office Administration or a similar field is a plus.
Beachten Sie bitte, dass diese Anforderungen nur Beispiele sind. Einige davon sind möglicherweise für Ihre spezifische Rolle nicht relevant, und es kann sein, dass wir andere wiederum übersehen haben. Bitte passen Sie diesen Textentwurf an die Bedürfnisse Ihres Unternehmens an.

• Du verfügst über nachweisbare Berufserfahrung als Verwaltungskoordinator oder -assistent.
• Du besitzt einen Abschluss im Office Management oder einem ähnlichen Bereich.
• Du verfügst über hervorragende Zeitmanagement-Fähigkeiten.
• Du besitzt fortgeschrittene Anwenderkenntnisse für Microsoft Office (Erfahrung mit weiteren Produktivitätstools sind von Vorteil!)
• Du bist auch bei einer hohen Arbeitsbelastung in der Lage, Prioritäten zu setzen.
• Du kannst eine solide Erfolgsbilanz bei der Kommunikation mit internen und externen Beteiligten vorweisen.
• Du besitzt ausgezeichnete schriftliche und mündliche Kommunikationsfähigkeiten.
• Du analysierst souverän die internen Kosten und setzt Strategien zur Kostensenkung um.

Need inspiration?

Your job description will not attract talent all on its own. So when putting together your job post, be sure to show what it's like working at your company not just textually but visually!

  • Remember, attracting a candidate is just as much about your company culture as the job role itself. Make sure to include points that make you seem desirable too!
  • Add photos that show off your office space, team events and your team having a great time.
  • Maybe you could include a video of some team members explaining why they love coming to work, or why they like their role.
  • Include a grid of attractive perks with some nice illustrations. Maybe you have unlimited holidays, or you have an attractive parental leave cover - show off!
  • Why not embed your company's Instagram feed to give a IRL overview of the day-to-day.

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