Office Administrator

$35,360 - $43,680/Yr

Airswift - Tulsa, OK

Full-time - Entry Level

Tulsa, OK

Administrative and Support Services

About the position

We are looking for an experienced and motivated individual to fill the position of Office Coordinator within our Tax Department group based in Tulsa, OK. This role is essential in providing administrative support to the Tax Team, ensuring that all operations run smoothly and efficiently. The Office Coordinator will be responsible for a variety of tasks that include arranging travel, preparing itineraries, and filing expense reports. Additionally, the coordinator will administer the company record retention program and ensure adherence to company policies. This position requires a proactive individual who can manage multiple tasks and priorities effectively. The Office Coordinator will also be responsible for greeting visitors, answering telephones, and managing mail and deliveries. Organizing logistics for internal and external meetings, luncheons, and dinners is a key part of the role, including setting up and cleaning up after these events. The coordinator will act as a liaison to building management and other outside vendors, ensuring that all interactions are professional and efficient. Furthermore, the role includes reviewing and processing invoices for payment by accounts payable, overseeing office security measures, and maintaining the library, supplies, and filing system. This position is ideal for someone who thrives in a dynamic environment and is capable of handling confidential information with discretion. The Office Coordinator will need to demonstrate exceptional communication skills and the ability to work independently while managing ever-changing priorities. Special projects may also be assigned, requiring a flexible and adaptable approach to work.

Responsibilities

• Provide administrative support to Tax Team.
• Arrange travel, prepare itineraries, and file expense reports.
• Administer company record retention program and adhere to company policies.
• Submit timesheets and various other reports according to company schedule.
• Greet visitors and answer telephones as well as receive and distribute mail and deliveries.
• Organize logistics for internal and external meetings, luncheons, and dinners.
• Set-up and cleanup from luncheons and meetings.
• Liaison to building management and other outside vendors.
• Review/process invoices for payment by accounts payable.
• Oversee office security measures and procedures, including but not limited to office safety disaster recovery and emergency planning.
• Prepare mail deliveries via Fed Ex or local service provider.
• Maintain library, supplies and filing system.
• Special projects as assigned.

Requirements

• Minimum of 3 years of experience providing corporate-level support in a highly professional work environment.
• High school diploma.
• Exceptional and professional phone etiquette, along with excellent written, verbal and interpersonal communication skills.
• Ability to handle confidential information with discretion, and work with professionals and executives inside and outside the company.
• Ability to work in highly ambiguous environment with independence, and capacity to manage ever-changing priorities, with proven ability to meet deadlines and prioritize workload.
• Ability to manage administrative details independently, while exercising good judgment in keeping team members adequately informed.
• Desire and aptitude for learning new concepts quickly.
• Great attention to detail and organization skills.
• Advanced computer skills: Microsoft Office - Outlook, Word, Excel, PowerPoint, Sharepoint.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance