Office Coordinator

EQV EMPLOYEE MANAGEMENT LLC; Oklahoma City (OK); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Life insurance

Disability insurance

FSA

401(k) with company match

Paid time off

Job summary

EQV EMPLOYEE MANAGEMENT LLC in Oklahoma City is seeking an organized Office Coordinator to support day-to-day operations, front desk, mail processing, and document management.

The role collaborates with the accounting team and field personnel, maintains records, coordinates supplies and vendor services, and ensures a professional, welcoming workplace while handling confidential information with discretion.

Qualifications

• High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• 2-4 years of administrative, office coordination, or office management experience.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams).
• Ability to prioritize multiple tasks while maintaining accuracy and professionalism.
• Demonstrated ability to handle sensitive and confidential information with discretion.

Responsibilities

• Serve as the first point of contact for visitors and calls.
• Manage mail, packages, and deliveries.
• Sort, scan, and file documents with proper records retention.
• Order and maintain office supplies and equipment.
• Coordinate conference room scheduling and meeting logistics.
• Provide administrative support to accounting and field personnel.
• Coordinate with vendors and building management on maintenance and issues.

Skills

Organizational skills

Written communication

Verbal communication

Microsoft Office

Time management

Confidentiality

Team player

Education

High school diploma

Associate's or Bachelor's degree preferred

Tools

Adobe Acrobat

SharePoint

DocuSign

Job description

Position SummaryWe are seeking an organized and proactive Office Coordinator to support the day-to-day operations of our Oklahoma City office. Reporting directly to the Director of Corporate Operations, this role coordinates front desk and visitor services, office administration, mail processing, document scanning and filing, vendor coordination, and other administrative activities that keep the office running smoothly. The Office Coordinator works closely with the Oklahoma City accounting team, field personnel, and colleagues across our other office locations to maintain an organized, efficient, and welcoming workplace. The ideal candidate is dependable, highly organized, values confidentiality, communicates effectively across multiple teams, and enjoys supporting a collaborative office environment.Key ResponsibilitiesFront Desk & Office OperationsServe as the first point of contact for visitors, guests, and incoming phone calls, creating a professional and welcoming experienceManage incoming and outgoing mail, packages, and deliveriesSort, distribute, scan, and file company documents while maintaining physical and electronic records in accordance with company retention policiesOrder, receive, and maintain office supplies, breakroom inventory, and office equipmentKeep common areas, conference rooms, reception and other shared spaces organized, presentable, and well stockedCoordinate office vendors and service providers, including scheduling routine maintenance and deliveries as neededAdministrative & Team SupportProvide administrative support to the Oklahoma City accounting team and field personnel as neededCoordinate conference room scheduling and meeting logistics for in-office meetings and visitorsPrepare, scan, file, and route internal and external documents to support day-to-day office operationsHandle sensitive and confidential information with discretion, sound judgment, and professionalismSupport special projects and other administrative initiatives as assigned by the Director of Corporate OperationsVendor & Facilities CoordinationCoordinate with office vendors and service providers, including cleaning, copier/printer, coffee service, and routine maintenanceServe as the primary point of contact for building management regarding office access, maintenance requests, and facility-related issuesReview and submit office-related invoices and receipts to the accounting team for processingReport office maintenance and equipment issues and help coordinate timely resolutionRequired QualificationsHigh school diploma or equivalent; Associate's or Bachelor's degree preferred2-4 years of administrative, office coordination, or office management experienceStrong organizational skills with exceptional attention to detailExcellent written and verbal communication skillsProficiency in Microsoft Office (Outlook, Word, Excel, Teams)Ability to prioritize multiple tasks while maintaining accuracy and professionalismDemonstrated ability to handle sensitive and confidential information with discretionPositive, collaborative, and service-oriented attitudePreferred QualificationsThe following experience and credentials are nice-to-haves, but are not required:Prior office coordinator or office management experience at a professional services, investment, or oil & gas companyFamiliarity with Adobe Acrobat, SharePoint, DocuSign, and similar document management toolsActive Notary Public commission (or willingness to obtain at company expense)Event planning experienceWhat You'll BringThe right candidate is the kind of person who quietly keeps everything running. You take ownership of the office environment and treat every visitor, vendor, and colleague with the same professionalism. You're proactive without being pushy, detail-oriented without losing the big picture, and you know how to keep confidential information confidential. You enjoy bringing structure to a busy environment and take pride in a well-run office.BenefitsMedical, dental, and vision coverageEmployer-paid life insurance and long-term disabilityFlexible Spending Account (FSA)401(k) retirement plan with company matchPaid time off plus company-observed holidaysHow to ApplyQualified candidates should submit a current resume outlining their relevant experience. Applications are reviewed on a rolling basis.Equal Opportunity EmployerEQV is an equal opportunity employer committed to fostering a diverse and inclusive workplace. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.