How to hire an office manager/office coordinator

How to hire an office manager/office coordinator, step by step

Here's a step-by-step office manager/office 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 office manager/office coordinator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new office manager/office coordinator
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   The office manager/office coordinator hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

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

   Yes

   No

   An office manager/office coordinator's background is also an important factor in determining whether they'll be a good fit for the position. For example, office managers/office coordinator 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.

   This list shows salaries for various types of office managers/office coordinator.

   Type of Office Manager/Office Coordinator	Description	Hourly rate
   Office Manager/Office Coordinator		$15-28
   Administrative Staff	As the administrative staff, they primarily provide administrative and secretarial support for the department. Typically, they do report-writing, filing and scheduling, and payroll... Show more	$27-48
   Administrator Secretary	Administrator secretaries are assistants to managers or higher officers in charge of administrative tasks. Their responsibilities include liaising with an organization's internal departments and in communicating with the general public... Show more	$12-22

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Customer Service
   • Financial Reports
   • Office Equipment
   • Appointment Scheduling
   • Office Operations
   • Travel Arrangements
   • QuickBooks
   • Front Desk
   • Office Management
   • Bank Deposits
   • Human Resources
   • Accounts Receivables
   • Real Estate
   • Office Procedures

   Check all skills

   Responsibilities:

   • Manage production of an RFP to source $60m in software and services and manage a subset of the subsequent implementation.
   • Process weekly payroll through QuickBooks and conduct bank account reconciliation.
   • Establish a QuickBooks accounting system to reflect accurate financial records and streamline productivity.
   • Create PowerPoint presentations used for business development, organize files, develop spreadsheets, fax reports and scan documents.
   • Generate bi-weekly payroll, along with reconciling monthly summaries, calculating payroll tax liabilities and preparing quarterly tax reports.
   • Maintain tenant lease files, monthly tenant billing, A/R, A/P, office supply inventory.

3. Make a budget

   Including a salary range in your office manager/office coordinator job description is one of the best ways to attract top talent. An office manager/office coordinator can vary based on:

   • Location. For example, office managers/office coordinator' average salary in louisiana is 47% less than in district of columbia.
   • Seniority. Entry-level office managers/office coordinator 44% less than senior-level office managers/office coordinator.
   • Certifications. An office manager/office coordinator with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in an office manager/office coordinator's salary.

   Average office manager/office coordinator salary

   $44,616yearly

   $21.45 hourly rate

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   Entry-level office manager/office coordinator salary

   $33,000 yearly salary

   Updated December 27, 2025

4. Writing an office manager/office coordinator job description

   An office manager/office coordinator job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of an office manager/office coordinator job description:

   Office manager/office coordinator job description example

   Definition
   
   This is a full-time, senior administrative position within the City Secretary's Office. An individual in this position provides administrative, technical and clerical support to the department director and the City Secretary team. This position provides complex administrative support to meet the City's legislative and records management requirements and services. Prepares minutes and other administrative documents. Acts as Payroll Liaison and performs administrative duties for department. Reporting relationship: Department Director.
   
   Examples of Work
   
   * Answers incoming calls from the public and directs caller to appropriate staff, department(s), and/or entity, based on the nature of the call and the information ascertained, and responds daily to the public and citizen inquiries; receives departmental mail and disseminates.
   * Serve as point of contact for personnel related matters, including compliance with form completion and submittal requirements, while partnering with the City's Human Resources Department;
   * Coordinate purchasing process and ensure compliance with established policies throughout the department; Acquire, distribute and store supplies;
   * Coordinate supportive services in the department;
   * Prepare and review operational reports and schedules to ensure accuracy and efficiency;
   * Responsible for legal notice processing and publication in coordination with City Departments, governing laws, and deadlines; requires excellent communication and writing skills, accurate publications, monitoring of cost, and publishing to City website.
   * Responsible for coordination with the Elections Administrator and Election Judges for city and non-city elections, schedule of conference rooms, delivery and pickup of election equipment.
   * Responsible for application of proclamation policy and procedures related to proclamation requests, determining whether it meets criteria, and crafting applicable proclamation accordingly.
   * Responsible for calendaring all public meetings and copying respective department liaisons, coordinating calendar scheduling of all conference meeting rooms including assisting departments negotiate dates and times; monitoring/coordinating with Facilities for room setups.
   * Analyze internal processes and recommend and implement procedural or policy changes to improve operations;
   * Administer and control budgets for contracts, equipment and supplies;
   * Complete department highlights and annual report. Maintain department data;
   * Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems;
   * Perform other related duties as assigned;
   * Subject to 24-hour recall.
   
   Education, Experience, or Certification
   
   Associate's degree in business administration, office technology or closely related field, from an accredited college or university, and a minimum of five (5) years of professional experience as an executive assistant or administrative assistant preferred.
   
   Supplemental Information
   
   The Department of Human Resources & Organizational Development may consider an equivalent combination of education, training and/or experience.

   Copy this example

   

5. Post your job

   To find office managers/office coordinator for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any office managers/office coordinator they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level office managers/office coordinator with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

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

6. Interview candidates

   Your first interview with office manager/office coordinator candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates 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 office manager/office coordinator

   Once you've found the office manager/office coordinator candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   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 employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

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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