Office Coordinator/Administrative Assistant

Job Description

Title: Standard Operating Procedure for Office Coordinator Purpose Define the role and responsibilities of the office coordinator. Ensure smooth and efficient office operations. Scope This SOP applies to the office coordinator and their duties within the office. Responsibilities Describe the key responsibilities of the office coordinator, such as: Managing office supplies inventory and ordering when necessary. Coordinating office maintenance and repairs. Handling incoming and outgoing correspondence (emails, calls, mail). Scheduling meetings and appointments. Assisting in organizing office events and functions. Liaising with vendors, clients, and visitors. Maintaining office records and databases. Procedure Outline step-by-step procedures for various tasks: Office Supplies Management: Check inventory levels regularly. Create purchase orders for needed supplies. Receive and inspect deliveries. Update inventory records. Office Maintenance: Log maintenance requests. Coordinate with maintenance staff or vendors. Ensure timely completion of repairs. Correspondence Handling: Monitor emails, answer or redirect inquiries. Manage incoming and outgoing mail. Document and distribute messages as required. Meeting and Appointment Scheduling: Use calendar software or tools to schedule appointments. Send meeting invitations and reminders. Arrange meeting rooms and necessary equipment. Event Organization: Collaborate with the team to plan events. Arrange catering, venue, and logistics. Manage RSVPs and event follow-ups. Communication and Liaising: Maintain a professional demeanor in all communications. Coordinate with vendors, clients, and visitors effectively. Provide necessary information and assistance. Record-Keeping: File and organize documents and records appropriately. Maintain databases or spreadsheets accurately. Communication Specify communication channels within the office: Reporting structure (supervisor, team, etc.). Preferred communication methods (email, in-person, etc.). Emergency communication protocols. Performance Metrics Define key performance indicators (KPIs) to evaluate the office coordinator's performance, such as: Timeliness in supply management. Accuracy in scheduling and correspondence handling. Efficiency in event organization. Feedback from team members and stakeholders. Training and Updates Specify any training required for the office coordinator role. Regularly update SOP according to changes in procedures or tools used. References Include any relevant documents, forms, or tools necessary for the role. Job Types: Full-time, Part-time Schedule: Day shift Language: Hindi (Preferred) English (Preferred) Work Location: In person