How to hire an administrative coordinator

How to hire an administrative coordinator, step by step

Here's a step-by-step administrative coordinator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an administrative coordinator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new administrative coordinator
• Step 8: Go through the hiring process checklist

What does an administrative coordinator do?

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1. Identify your hiring needs

   Before you post your administrative coordinator job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find an administrative coordinator for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   An administrative coordinator's background is also an important factor in determining whether they'll be a good fit for the position. For example, administrative coordinators from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   Here's a comparison of administrative coordinator salaries for various roles:

   Type of Administrative Coordinator	Description	Hourly rate
   Administrative Coordinator	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$13-26
   Office Administrator	Office administrators are employees who ensure that the office is running in tip-top shape. They manage the administrative needs of the office... Show more	$13-23
   Office Services Coordinator	An office services coordinator is in charge of providing administrative support to an office and coordinating all activities to maintain an efficient workflow. Their responsibilities include preparing and processing documentation, answering calls and correspondence, greeting visitors, answering inquiries, producing progress reports, and maintaining records and databases... Show more	$14-23

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Customer Service
   • Patients
   • PowerPoint
   • Data Entry
   • Provides Administrative Support
   • Payroll
   • Office Procedures
   • Travel Arrangements
   • Office Equipment
   • Excellent Organizational
   • Excellent Interpersonal
   • Phone Calls
   • Word Processing
   • Human Resources

   Check all skills

   Responsibilities:

   • Manage Facebook page and website.
   • Manage correspondence, i.e., send out invitations and manage RSVP list.
   • Set up meetings, manage RSVP lists of events both on and off campus.
   • Manage patient confidentiality in relation to HIPAA when sending information to referred/referring offices.
   • Orchestrate special events and reservations; manage customer relations and provide exemplary service to all customers.
   • Manage and update SharePoint database with department documents post upcoming calendar events and notify end users by email correspondence of changes.

   More administrative coordinator duties

3. Make a budget

   Including a salary range in the administrative coordinator job description is a good way to get more applicants. An administrative coordinator salary can be affected by several factors, such as the location of the job, the level of experience, education, certifications, and the employer's prestige.

   For example, the average salary for an administrative coordinator in Iowa may be lower than in California, and an entry-level engineer typically earns less than a senior-level administrative coordinator. Additionally, an administrative coordinator with lots of experience in the field may command a higher salary as a result.

   Average administrative coordinator salary

   $40,599yearly

   $19.52 hourly rate

   ---

   Entry-level administrative coordinator salary

   $29,000 yearly salary

   Updated January 18, 2026

   Average administrative coordinator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	California	$53,442	$26
   2	Oregon	$50,145	$24
   3	District of Columbia	$50,075	$24
   4	Massachusetts	$49,070	$24
   5	New York	$48,715	$23
   6	Washington	$46,946	$23
   7	Minnesota	$44,766	$22
   8	Rhode Island	$43,977	$21
   9	Pennsylvania	$43,372	$21
   10	Illinois	$42,776	$21
   11	Nebraska	$42,593	$20
   12	Maryland	$41,833	$20
   13	Arizona	$41,747	$20
   14	Colorado	$41,191	$20
   15	Wisconsin	$41,043	$20
   16	Utah	$39,685	$19
   17	North Carolina	$39,595	$19
   18	Texas	$39,413	$19
   19	Virginia	$39,085	$19
   20	Oklahoma	$38,997	$19

   Average administrative coordinator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Cisco	$74,891	$36.01
   2	Staten Island Academy	$68,598	$32.98
   3	Paul Hastings	$65,733	$31.60
   4	Alexion Pharmaceuticals	$62,454	$30.03	2
   5	Neuberger Berman	$62,199	$29.90
   6	Regeneron	$61,493	$29.56	1
   7	Blessing Hospital Emergency Room	$61,431	$29.53	1
   8	Gilead Sciences	$60,778	$29.22	1
   9	AstraZeneca	$60,420	$29.05	3
   10	Amgen	$59,150	$28.44	5
   11	HDR	$58,010	$27.89	51
   12	Thomas Jefferson University	$57,928	$27.85
   13	National Governors Association	$57,481	$27.64
   14	Tallahassee Memorial HealthCare	$57,074	$27.44	4
   15	Dignity Health	$56,372	$27.10	10
   16	Columbia University in the City of New York	$56,293	$27.06	29
   17	King County	$55,841	$26.85	4
   18	Plante & Moran PLLC.	$55,380	$26.63	3
   19	Central State University	$54,512	$26.21	5
   20	Wpp Us Holdings Inc	$54,442	$26.17	4

4. Writing an administrative coordinator job description

   A job description for an administrative coordinator role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's an administrative coordinator job description:

   Administrative coordinator job description example

   Rutgers, The State University of New Jersey, is seeking an Administrative Coordinator. Reporting to the Manager of the Shared Services Center ( SSC ) at Mason Gross, the Administrative Coordinator supports schoolwide units in processing financial and human resource transactions for both internal and external clients.
   Among the dey duties of this position are the following:
   Provides excellent customer service including timely and accurate transaction processing, responding to inquiries with accurate information, and anticipating problems and proactively addressing them. Ensures external clients (vendors and instructors) are made aware of university terms and conditions by way of clear and concise communications; provides timely invoice processing and issue resolution. Stays abreast of all relevant resources, policies and procedures by regularly attending relevant training courses. Works as a team member to proactively resolve issues across the center and collaborates with coworkers to provide excellent customer service.
   
   Minimum Education and Experience
   
   Bachelor's degree in accounting, finance, business administration or related field. A minimum of two years experience
   
   Required Knowledge, Skills, and Abilities
   
   Excellent communication skills and computer literacy. Ability to demonstrate teamwork and strong interpersonal skills in collaborating with coworkers and customers to provide high-quality service. Experience that demonstrates knowledge and understanding of generally accepted accounting principles and practices.
   
   Overview
   
   Mason Gross School of the Arts is a vibrant community of artists and scholars committed to pursuing excellence, innovation, and inclusivity. Its mission is to create socially relevant art, foster diverse programming and curricula, cultivate community partnerships, and advance the arts through teaching, creative activity, advocacy, and research that contributes to the public good. Comprising 1200 undergraduate and graduate students across programs in music, theater, dance, filmmaking, and art & design, Mason Gross is housed within Rutgers-New Brunswick, a premier Big Ten research university that serves some 50,000 students and is the flagship campus of Rutgers, The State University of New Jersey. The nation's eighth oldest institution of higher learning, Rutgers reflects the diversity of New Jersey, which is one of the most diverse states in the nation. The Rutgers-New Brunswick campus is located less than an hour by train or car to New York City and the beautiful beaches of the Jersey Shore and is just over an hour to Philadelphia.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right administrative coordinator for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your administrative coordinator job on Zippia to find and recruit administrative coordinator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit administrative coordinators, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new administrative coordinator

   Once you have selected a candidate for the administrative coordinator position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new administrative coordinator first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire an administrative coordinator?