Office Specialist

Jobtailor; Oklahoma City (OK); On-site; USD 38,000 - 60,000; Full time

Job summary

Jobtailor in Oklahoma City is seeking an experienced administrative professional to support daily operations, greet visitors, manage schedules, and coordinate events. You will handle office equipment, inventory, and travel bookings while maintaining a welcoming and confidential work environment.

Join a team that values organization, professionalism, and collaboration with Marketing and leadership to ensure smooth office operations and successful employee functions.

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, including Word, Excel, and Outlook.
• Proficiency with 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, is required.

Responsibilities

• Greet visitors, announce appointments, and assist inquiries.
• Manage office equipment, including fax machines, copiers, scanners, and mail handling tools.
• Maintain inventory of office supplies, PPE, refreshments, and branded items.
• Coordinate supply re-ordering with Marketing and Brand Coordinators.
• Assist in planning and coordinating employee functions and events.
• Foster office morale by celebrating birthdays, anniversaries, and licensure achievements.
• Distribute welcome packages and coordinate workspace setup for new hires.
• Capture temporary photos of new hires and coordinate with team leaders.
• Manage proposals, mail distribution, and meeting logistics.
• Submit invoices and coordinate technology check-in/check-out processes.
• Schedule building repairs, maintenance, and janitorial services.
• Manage keycards and conference room calendars.
• Ensure cleanliness and tidiness in common areas and break rooms.
• Organize office cleanup events and maintain storage file logs.
• Operate a multi-line telephone system and direct calls.
• Support the location leader and assist with culture activities.
• Assist with travel reservations and hotel bookings.
• Coordinate and manage bookings and reservations.
• Plan and coordinate office events.
• Perform other duties as assigned.

Skills

Event Coordination

Customer Service

Microsoft Office

Interpersonal Skills

Organizational Skills

Education

Associate Degree

Tools

Phone System

Fax Machines

Copiers

Scanners

Mail Handling Tools

Job description

• Welcome visitors, announce appointments, and assist with inquiries
• Manage office equipment, including fax machines, copiers, scanners, and mail handling tools
• Maintain inventory of office supplies, PPE, refreshments, and branded items
• Coordinate supply re-ordering with Marketing and Brand Coordinators
• Assist in planning and coordinating employee functions, including holiday parties, fundraising events, and recognition programs
• Foster office morale by celebrating birthdays, anniversaries, and licensure achievements
• Distribute welcome packages, verify I-9 documents, and coordinate workspace setup for new hires
• Capture temporary photos of new hires and collaborate with team leaders
• Manage proposals, mail distribution, and meeting logistics
• Submit invoices and coordinate technology check-in/check-out processes
• Schedule building repairs, maintenance, and janitorial services
• Manage keycards and conference room calendars
• Ensure cleanliness and tidiness in common areas and break rooms
• Organize office cleanup events and maintain storage file logs
• Operate a multi-line telephone system, direct calls, and record caller information
• Support the location leader and help with culture activities when needed
• Assist with travel reservations, including flights, car rentals, and hotels
• Coordinate and manage bookings and reservations
• Plan and coordinate office events
• Perform other duties as assigned

Requirements

• 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, including Word, Excel, and Outlook
• Proficiency with 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, is required

Core Competencies

Demonstrates strong organizational and multitasking abilities while managing office operations, event coordination, and customer service. Proficient in Microsoft Office Suite and office equipment, ensuring a professional and welcoming environment.

Highest-signal resume keywords

• Event Coordination
• Customer Service
• Microsoft Office Suite Proficiency
• Organizational Skills
• Interpersonal Skills

ATS Optimization Keywords

Hard Skills

• Office Equipment Management
• Inventory Management
• Invoice Submission
• Meeting Logistics
• Travel Reservations

Soft Skills

• Strong Interpersonal Skills
• Professional Demeanor
• Attention to Detail
• Confidentiality
• Multi-tasking Abilities

Certifications & Qualifications

• Associate Degree

Industry Keywords

• Office Management
• Event Planning
• Employee Functions
• Office Supplies
• Workspace Setup

Tools & Technologies

• Multi-line Telephone System
• Fax Machines
• Copiers
• Scanners
• Mail Handling Tools