Front Desk Receptionist

Insulation Services of Tulsa; Tulsa (OK); On-site; USD 28,000 - 36,000; Full time

Job summary

Insulation Services of Tulsa is seeking a dependable Receptionist/Administrative Assistant to be the first point of contact for customers, vendors, and crews. This full-time role requires professional communication, organization, and prompt scheduling support to keep office operations running smoothly.

Responsibilities include answering calls, greeting visitors, managing voicemail and email, maintaining files and logs, scheduling appointments, processing quotes and invoices, and coordinating

Qualifications

• Must be the first point of contact for customers, vendors, and crew members.
• Strong communication and organizational skills are essential.
• Ability to manage multiple tasks and maintain accurate records.

Responsibilities

• Answer incoming phone calls promptly and professionally.
• Greet and assist customers, vendors, crew members, and visitors.
• Manage voicemail and forward messages to the appropriate team member.
• Monitor and respond to the company email inbox as directed by management.
• Maintain a friendly and professional attitude in communications with customers and coworkers.
• Coordinate and schedule appointments, job estimates, and crew dispatches as directed.
• Maintain and update job logs, spreadsheets, schedules, and scheduling boards.
• Assist with data entry for quotes, invoices, and customer records.
• Prepare, print, scan, organize, and file documents.
• Maintain organized filing systems, both physical and digital.
• Relay important job information between office staff, management, and field crews.
• Assist management with additional administrative tasks as needed.

Skills

Communication

Organization

Time management

Customer service

Multitasking

Education

High School Diploma or GED

Tools

MS Office

Email management

Phone systems

Job description

Insulation Services of Tulsa is seeking a dependable, organized, and professional Receptionist / Administrative Assistant to join our team. This position serves as the first point of contact for our customers, vendors, and crew members and plays an important role in keeping our daily office and field operations running smoothly.

Schedule: Monday–Friday, 8:00 AM–5:00 PM

Lunch: 12:00 PM–1:00 PM

Position: Full-Time

Responsibilities

• Answer incoming phone calls promptly and professionally.
• Greet and assist customers, vendors, crew members, and other visitors.
• Manage voicemail and ensure messages are forwarded to the appropriate team member.
• Monitor and respond to the company email inbox as directed by management.
• Maintain a friendly and professional attitude when communicating with customers and coworkers.

Scheduling & Administrative Support

• Coordinate and schedule appointments, job estimates, and crew dispatches as directed.
• Maintain and update job logs, spreadsheets, schedules, and scheduling boards.
• Assist with data entry for quotes, invoices, and customer records.
• Prepare, print, scan, organize, and file documents.
• Maintain organized physical and digital filing systems.
• Relay important job information between office staff, management, and field crews.
• Assist management with additional administrative tasks as needed.

Office Operations & Organization

• Maintain a clean, organized, and professional front office and reception area.
• Monitor office supplies and notify management when supplies need to be reordered.
• Help ensure the office remains organized and ready for customers, employees, and vendors throughout the workday.

Office Cleaning & Upkeep

• Clean and sanitize office restrooms daily.
• Keep the break room clean and orderly, including counters, tables, appliances, and trash.
• Maintain the cleanliness of office areas through routine vacuuming/sweeping, dusting, and emptying trash.
• Restock paper towels, soap, and other office consumables as needed.
• Report maintenance issues or supply shortages to management.

What We’re Looking For

The ideal candidate is dependable, punctual, organized, professional, and comfortable handling multiple responsibilities throughout the day. Strong communication skills and attention to detail are important, as this position regularly interacts with customers, management, office staff, and field crews.

We are looking for someone who takes pride in keeping things organized, communicates well, shows up consistently, and is willing to help wherever needed to keep the company operating efficiently.