Business Services & Administrative Specialist

Tenaska; Omaha (NE); On-site; USD 44,000 - 52,000; Full time

Job summary

A leading company in the Oil and Gas industry is seeking a Business Services & Administrative Specialist to support office operations and customer service in Omaha, NE. This full-time role requires strong organizational and communication skills, with essential functions including event planning, mailroom management, and general administrative tasks. Successful candidates will demonstrate dependability and an ability to multitask in a fast-paced environment.

Benefits

Health, dental, vision, disability, and life insurance

Excellent 401(k) plan

Tuition assistance

Wellness programs

Paid maternity/paternity leave

Paid vacations and holidays

Qualifications

• 3 years of relevant work experience preferred.
• Highly dependable, organized, and detail-oriented.
• Proven ability to multi-task and prioritize.

Responsibilities

• Manage scheduling, office operations, and customer service support.
• Handle mailroom and shipping activities effectively.
• Coordinate company events and maintain office supplies.

Skills

Communication skills

Organizational skills

Customer service

Education

High school diploma or equivalent

Associate degree

Tools

Microsoft Office

Job description

Business Services & Administrative Specialist

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Job Summary

The Business Service and Administrative Specialist is responsible for providing administrative facilities, and customer service support for the office and the Enterprise Technology team. This role manages scheduling, office operations, mailroom and shipping activities, event coordination, while also serving as the primary point of contact for clients, visitors, and vendors. Dependable, organized, and service-oriented, the Business Service and Administrative Specialist plays a critical role in maintaining daily operations and supporting key business functions.

Job Summary

The Business Service and Administrative Specialist is responsible for providing administrative facilities, and customer service support for the office and the Enterprise Technology team. This role manages scheduling, office operations, mailroom and shipping activities, event coordination, while also serving as the primary point of contact for clients, visitors, and vendors. Dependable, organized, and service-oriented, the Business Service and Administrative Specialist plays a critical role in maintaining daily operations and supporting key business functions.

Essential Job Functions

Administrative and Executive Support

• Perform general administrative tasks for the Enterprise Technology team, including executive-level support for designated individuals.
• Schedule and coordinate meetings, appointments, and travel arrangements as needed.
• Prepare and process expense reports accurately and on time.
• Collaborate with administrative teams at the corporate office (Omaha, NE).
• Perform other duties as assigned
  
  

Front Desk, Communication, and Customer Service

• Open the Front Desk daily at 7:30 AM and participate in lunch phone coverage as required.
• Greet and announce clients, visitors, and vendors professionally and courteously.
• Answer rollover calls from the main line promptly (within three rings), directing callers appropriately.
• Represent the organization professionally as the first point of contact, both in-person and by phone.
• Communicate with customers, stakeholders, and vendors by acknowledging and updating on service requests until completion.
  
  

Mailroom, Shipping, and Delivery Management

• Receive, log, meter, and distribute incoming and outgoing mail, packages, FedEx/UPS/DHL shipments, and certified mail.
• Ensure timely pickup of outgoing overnight packages and USPS mail by courier service.
• Manage all aspects of postage meter operations, including ordering supplies, maintaining equipment, managing accounts, generating monthly reports, and coordinating with accounting.
• Receive employee dry cleaning orders and notify employees upon delivery; provide sign-up information for the service.
• Monitor delivery entrance cameras and remotely unlock the entrance as needed.
  
  

Event Planning

• Help coordinate company events, including vendor collaboration, distribution of invitations, and use of internal client management tools.
  
  

Office and Facilities Management

• Manage general office operations including stocking kitchens, maintaining stock rooms, and ensuring a clean, organized workspace.
• Order and distribute office, café, Boardroom, and Hawks Foundation supplies.
• Maintain the Business Services Office area and assigned conference rooms.
• Maintain medicine cabinets, first aid kits, and medical supplies; change AED batteries when needed.
• Maintain the Business Services Center Operations Manual.
  
  

Basic

Applicant Requirements

• High school diploma or equivalent required; Associate degree or a minimum of 3 years of relevant work experience preferred.
• Unquestionable ethics and capable of maintaining confidentiality
• Excellent oral and written communication skills.
• Highly dependable, organized, and detail-oriented
• Able to maintain a professional demeanor and appearance at all times
• High level of customer service and respectful to clients, visitors, vendors and employees.
• Proven ability to multi-task with frequent interruptions, problem solve and prioritize time sensitive needs.
• Ability to work independently, take initiative, and prioritize multiple tasks and assignments from various sources in a fast-paced, multi-project environment.
• Solid proficiency with Microsoft Office products, including Outlook (Calendar), PowerPoint, Excel and Word.
  
  

Preferred

• 7 years plus of similar experience
• Experience with high volume multi-line phone system.
  
  

Benefits

At Tenaska we care about the wellbeing of our employees and their families. That’s why we offer our employees a comprehensive benefit package. Benefits included below:

• Health, dental, vison, disability, and life insurance
• Excellent 401(k) plan
• Incentive-based, competitive salary packages
• Health/dependent care flex accounts
• Tuition assistance
• Long-term disability coverage
• Adoption benefits
• Employee assistance program
• Paid vacations and holidays
• Generous sick leave
• Charitable giving program
• Paid maternity/paternity leave
• Wellness programs
  
  

TENASKA IS AN EQUAL OPPORTUNITY EMPLOYER

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Other

• Industries

  Oil and Gas

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