Office Specialist
HybridOklahoma City, Oklahoma, United States
Job Summary
Welcome visitors, announce appointments, and assist with inquiries while managing office equipment, fax machines, and mail handling tools. Maintain inventory of office supplies and PPE, coordinate supply re-ordering, and schedule building repairs, maintenance, and janitorial services. Distribute welcome packages, verify I-9 documents, coordinate workspace setup for new hires, and capture temporary photos. Manage proposals, mail distribution, meeting logistics, invoices, and technology check-in/check-out processes. Schedule building repairs, manage keycards and conference room calendars, ensure cleanliness in common areas, and organize office cleanup events. Operate a multi-line telephone system, direct calls, and record caller information. Assist with travel reservations including flights, car rentals, and hotels. Foster office morale by celebrating milestones and planning employee functions such as holiday parties and fundraising events.
Required Qualifications
- Associate degree or at least two years' related experience/training
- Two years' related experience/training in customer service, event coordination, or administrative roles
- Strong interpersonal skills with a professional demeanor
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office equipment
- Excellent organizational and multi-tasking abilities
- Ability to work independently and maintain attention to detail
- Demonstrated ability to maintain confidentiality and professionalism
- Basic physical activity, including lifting and carrying office supplies
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