Administrative Support

Moore; Tulsa (OK); On-site; USD 30,000 - 42,000; Full time

Job summary

Moore is seeking a courteous receptionist/administrative assistant in Tulsa, OK to manage the front desk, greet visitors, and support daily office operations. The role requires handling multi-line phones, coordinating appointments, and assisting with general administrative duties to ensure a smooth workflow.

Ideal candidates will be fluent in English and Spanish, able to manage multiple tasks efficiently, maintain a professional appearance, and contribute positively to a collaborative team

Qualifications

• High School Diploma or equivalent.
• 2-3 years of relevant office experience preferred.
• Bilingual in English and Spanish is required.

Responsibilities

• Greet visitors and direct them appropriately.
• Answer front desk phone and route to correct personnel.
• Schedule appointments for staff or executives.
• Maintain security via visitor logbook and restricted areas.
• Prepare meeting and training rooms for events.
• Deliver mail and packages to designated recipients.
• Maintain office supply inventory and reorder as needed.
• Coordinate catering events when requested.
• Keep a professional dress and demeanor at all times.
• Handle miscellaneous clerical tasks such as copying, faxing, and note-taking.

Skills

Customer service

Communication

Time management

Attention to detail

Multi-tasking

Interpersonal skills

Phone skills

Education

High School Diploma or equivalent

Tools

MS Office

Word

Excel

Outlook

Job description

Job Summary

The primary role for this position is to maintain the reception area, providing exceptional customer service to visitors and employees, answering multi-line phone systems, as well as maintaining office equipment and supplies.

Supervisory Responsibilities

• None

Duties/Responsibilities

• Bilingual must be fluent in English and Spanish
• Serve visitors by greeting, welcoming, and directing them appropriately.
• Notifies company personnel of visitor arrival.
• Answers front desk phone and transfers to correct individual
• Making appointments for all staff or for specific employees, such as executives
• Directing visitors to the correct office
• Responding to all customer inquiries in a polite and timely manner
• Directs visitors by maintaining employee and department directories.
• Maintains security by following procedures, such as monitoring visitor logbook,
• Check emails and voicemails consistently
• Assisting with a variety of administrative tasks including copying, faxing, taking notes, and making travel plans.
• Preparing meeting and training rooms.
• Deliver Mail and packages to its appropriate destinations
• Maintain inventory of office supply closets
• Order office supplies for the organization
• Help coordinate any catering events
• Must be professional in dress, communication and actions
• Maintain a clean and safe working environment
• Punctual, Consistent and Reliable attendance is mandatory
• All other duties as assigned

Required Skills/Abilities

• Thorough and pay attention to detail.
• Ability to work well with others.
• Patience and the ability to remain calm in stressful situations.
• Excellent written and verbal communication skills.
• Competency in Microsoft applications including Word, Excel, and Outlook.
• Excellent organizational and time management skills.
• Experience with administrative and clerical procedures.
• Able to contribute positively as part of a team, helping out with various tasks as required.
• Consistent, professional dress, and manner.
• Interpersonal skills to create a pleasant experience for all customers, such as being personable and attentive.
• Strong phone skills
• Comfortable multi-tasking and prioritizing tasks without guidance
• Excellent interpersonal skills

Education and Experience

• High School Diploma or equivalent or equivalent work experience preferred.
• 2-3 years of relevant experience in an office environment preferred

Physical Requirements

• Sit for extended periods while performing administrative duties.
• Stand and walk occasionally throughout the workday.
• Use a computer, keyboard, mouse, and telephone for prolonged periods.
• Communicate effectively in person, over the phone, and via email.
• Lift and carry up to 15-20 pounds occasionally (office supplies, packages, files, etc.).
• Reach, bend, stoop, and retrieve files or office materials as needed.
• Maintain visual acuity to read documents, computer screens, and written materials.
• Perform repetitive hand and wrist movements, including typing and data entry.
• Greet and assist visitors in a professional and courteous manner.
• Move throughout the office to deliver documents, escort visitors, or perform other administrative tasks.