Office Coordinator/Receptionist-Glenpool OK

Position Summary

The Administrative Receptionist serves as the first point of contact for customers, visitors, vendors, applicants, and employees while supporting the efficient day-to-day operation of the office. This position is responsible for maintaining a professional and welcoming environment, managing front office activities, maintaining business records, coordinating office services, and assisting with general administrative needs. The ideal candidate is organized, customer-focused, detail-oriented, and comfortable working in a fast-paced manufacturing environment.

Essential Duties and Responsibilities

• Welcome visitors, customers, vendors, applicants, and employees in a professional and courteous manner.

• Answer, screen, and direct incoming calls using a multi-line phone system.

• Maintain a clean, organized reception area, lobby, conference rooms, kitchen, employee lounge, and other common areas.

• Assist with meeting setup, including room preparation, materials, and refreshments, as needed.

• Assist team with clerical functions.

• Maintain and update the company interoffice phone directory and employee birthday/anniversary calendar.

• Order business cards.

• Order and inventory marketing items.

• Process incoming and outgoing mail, packages, overnight deliveries, and office shipments.

• Scan, upload, index, and electronically file business documentation.

• Process and maintain business records, including Proofs of Delivery (PODs), receiving paperwork, job work orders, packing lists, shipping documentation, vendor invoices, and other operational records.

• Enter and submit customer invoices and credits using the customer's portal.

• Order, stock, and replenish office, kitchen, beverage, and janitorial supplies.

• Coordinate office equipment maintenance, vendor services, building-related requests, and office repairs.

• Assist with housekeeping initiatives.

• Clean/sanitize hard hats and safety glasses as needed.

• Process office-related purchase requests.

• Track recurring vendor services and office contracts.

• Coordinate monthly lunches.

• Support travel arrangements and meeting coordination as needed.

• Assist with special projects as needed.

Qualifications

Education

High school diploma or GED required.

Experience

• Two to three years of receptionist, administrative assistant, office coordinator, or customer service experience preferred.

Knowledge, Skills and Abilities

• Excellent customer service and interpersonal skills.

• Strong verbal and written communication skills.

• Strong organizational, multitasking, and time-management abilities.

• High attention to detail and accuracy.

• Ability to prioritize work and meet deadlines with minimal supervision.

• Self-starter with the ability to quickly learn processes, take initiative, and work independently with minimal supervision following training.

• Professional demeanor and ability to maintain confidentiality.

• Proficiency with Microsoft Excel, Outlook, Teams, and Word is preferred.

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.

• Frequent use of computers, telephones, copiers, scanners, and other office equipment.

• Ability to occasionally lift and carry office supplies, beverages, or packages weighing up to 25 pounds.

Benefits

• Multiple medical, dental, and vision insurance plan options.

• Tax-advantaged account options, including an HSA for eligible HDHP participants, a Medical FSA, and a Dependent Care FSA.

• Fifteen (15) days of paid time off each year.

• Company-paid Long-Term Disability insurance.

• Company-paid Life Insurance and Accidental Death and Dismemberment (AD&D) coverage.

• A 401(k) retirement plan with a 100% employer match on employee contributions up to 5% of pay and immediate vesting.

Work Environment

This position works primarily in an office environment within a manufacturing facility. The Administrative Receptionist regularly interacts with employees, customers, vendors, contractors, and visitors while supporting the efficient operation of the office.