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Office Coordinator Interview Questions

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  1. As an office coordinator, you may have access to confidential information from time to time. What steps would you take to ensure security? See answer
  2. An office coordinator can have a variety of duties working for this company. How might you use technology to stay organized? See answer
  3. As an office coordinator, you may have to handle multiple requests from different sources. How do you keep on top of things in a fast-paced environment? See answer
  4. Office coordinators must be able to work as part of a team and delegate tasks efficiently. Can you tell me how you’d do this? See answer
  5. Office coordinators here usually end up working in front-end or back-end positions and have duties to match. Can you tell me about which you prefer? See answer
  6. Office coordinators are responsible for greeting customers who enter the building and answering phone calls. There may be instances where clients are impatient or upset with an employee, which may cause them to be disruptive when on the phone with the office coordinator. The ideal candidate should know how to use their advanced customer service skills to remain positive, professional and calm as they assist the customer and resolve their issue. See answer
  7. Do you have experience handling multiple phone lines at once?
  8. Which office software systems are you the most familiar with and comfortable using?
  9. How many words per minute can you type?
  10. Describe your process for completing basic tasks in a timely manner while ensuring you’re inputting the correct information.
  11. Would you rather work independently or on a team?
  12. What are some of the more complex administrative tasks you’ve been assigned to complete?
  13. What would you do if a customer came in and demanded to see an employee who was in a meeting?
  14. Do you have any suggestions for ways to enhance efficiency in our office?
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6 Office Coordinator Interview Questions and Answers

Q:

As an office coordinator, you may have access to confidential information from time to time. What steps would you take to ensure security?

A:

A person in this position is likely to have access to privileged client data depending on how your company is set up and their role within it. You will want to choose an office coordinator that understands the value of security and the information they might handle. This question is a great way to get to know what the potential hire thinks about company policy.

What to look for in an answer:

  • Specific processes for handling customer data
  • Emphasis on security and protection
  • Awareness of how to close any information loopholes

Example:

“I always lock electronic data behind a filing system that is protected by a network of encrypted passwords. Anyone asking for personal information must undergo a verification process to make sure there are no leaks.”

Q:

An office coordinator can have a variety of duties working for this company. How might you use technology to stay organized?

A:

Any prospective hire should be familiar with software options they use as part of their job. This question will give you insight into their hands-on experience in the role and show you what kinds of organizational skills they might bring to the table.

What to look for in an answer:

  • Knowledge of office management software
  • Organization of daily tasks
  • Level of proficiency in technology

Example:

“I’m most familiar with Microsoft Office and its suite of programs. I’ve trained extensively with all applications in that packet, but I also have some experience with SharePoint. I use all of these programs to stay organized and help me prioritize which tasks I should complete first each day.”

Q:

As an office coordinator, you may have to handle multiple requests from different sources. How do you keep on top of things in a fast-paced environment?

A:

You’ll want an office coordinator who can give you concrete examples of their ability to field and fulfill requests in a timely fashion. You can check for positive candidates who enjoy fast-paced environments and can stay on-task independently while monitoring others.

What to look for in an answer:

  • Good organizational skills
  • Enjoyment of potentially hectic environments
  • Ability to keep both self and others on track

Example:

“No matter how many requests I get per day, I keep a detailed log of each one and when I received it. I set reminders in advance of deadlines to see to it that they are not missed. Staff under me checks in regularly.”

Q:

Office coordinators must be able to work as part of a team and delegate tasks efficiently. Can you tell me how you’d do this?

A:

Depending on how your company is organized, you may need your office coordinator to also manage a team of people. Being able to do this means giving each person tasks as necessary. A good office coordinator should be able to delegate work based on the strengths of each team member. You can use this question to gauge their skills at being part of or managing a group.

What to look for in an answer:

  • Willingness to work with or manage a team
  • Ability to assign tasks that play to team strengths
  • Strategies for team-building

Example:

“I enjoy working as part of a team as I feel we all learn from each other and bouncing ideas around helps me develop my professional problem-solving skills. I get to know every member as a bonding exercise and use that information to give them suitable tasks.”

Q:

Office coordinators here usually end up working in front-end or back-end positions and have duties to match. Can you tell me about which you prefer?

A:

This question helps you get at the personal preferences of the potential candidate. It is a useful query for determining how they might fit into your organization and where they might work best overall. Office coordinator duties may vary slightly depending on which area of the company your new hire is going to oversee.

What to look for in an answer:

  • Specific preferences regarding work areas
  • Personality traits that suit one or the other
  • Understanding of the duties for each position

Example:

“I really prefer front-end office coordinator work. This is because it is all about interacting with my peers here as well as the customers that come to see us. I’m an open, helpful and communicative person that likes meeting the challenges of client issues head-on.”

Q:

Office coordinators are responsible for greeting customers who enter the building and answering phone calls. There may be instances where clients are impatient or upset with an employee, which may cause them to be disruptive when on the phone with the office coordinator. The ideal candidate should know how to use their advanced customer service skills to remain positive, professional and calm as they assist the customer and resolve their issue.

A:

The candidate's answer should emphasize:

  • Professionalism and patience when working with upset customers
  • Customer service skills
  • Experience addressing and resolving client issues or complaints

An answer to this question could look like this:

Example:

"My previous company had a client who was past due on their payments, so our billing team sent them a notice stating they were late and that we would be canceling their services soon. The client called me upset and angry, stating they had sent a check over a month ago. I remained positive and professional when speaking, which eventually calmed the customer down and allowed us to discuss the issue. We realized they had sent the check to the wrong address. I gave them the new address and apologized for the inconvenience."

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