Office Operations & Administrative Coordinator

ConsumerAffairs•Tulsa, OK

1d•Onsite

About The Position

The Office Operations & Administrative Coordinator provides proactive administrative and operational support to the Chief of Staff, the broader ConsumerAffairs Sales organization, and the Executive Assistant to the CEO. The role reports to the Executive Assistant and supports the Chief of Staff and Sales leadership with schedules, meetings, communications, office operations, and team initiatives. It is a full-time, in-office position based in Tulsa, Oklahoma, with onsite attendance Monday through Friday during office hours. The role has no direct reports and calls for strong ownership, sound judgment, resourcefulness, and the ability to adapt as priorities shift. The coordinator manages calendars and meeting logistics, prepares materials, records notes, tracks action items, and follows up on commitments. They maintain a clean, organized, and well-stocked office; coordinate facilities requests, vendors, building access, parking, and infrastructure needs; and manage office budgets, expenses, purchases, inventory, and event supplies. The role also includes mail and shipment handling, occasional local errands, ad hoc reporting, and recommending improvements to office processes. ConsumerAffairs describes a collaborative environment that encourages initiative, experimentation, and professional growth, with a focus on work-life harmony, career development, and celebrating wins.

Requirements

At least 2 years of experience in office management, operations, or a similar administrative role.
Strong organizational and time-management skills, including the ability to juggle multiple priorities.
High attention to detail and a proactive approach to identifying and resolving needs.
Experience managing vendor relationships and office budgets.
Strong communication and collaboration skills across all levels of an organization.
Ability to work independently and lead initiatives without close supervision.
Proficiency with Google Workspace, including Docs, Sheets, Slides, Drive, and Gmail.
Comfort using AI tools for administrative tasks, reporting, and workflow efficiency.
Valid driver’s license and reliable transportation for local errands.
Ability to work onsite Monday through Friday during operating hours.
Ability to lift up to 35 pounds as part of regular job duties.

Responsibilities

Provide day-to-day administrative support to the Chief of Staff, the Sales organization, and the Executive Assistant.
Manage calendars, coordinate meetings, schedule appointments, and assist with travel arrangements as needed.
Prepare meeting agendas, presentations, reports, and other materials for leadership and team initiatives.
Take meeting notes, track action items, and follow up to ensure deadlines and commitments are met.
Anticipate administrative needs, identify gaps, and take ownership of tasks proactively.
Maintain a clean, organized, and professional office environment and resolve issues proactively.
Reset and tidy conference rooms and anticipate room needs based on the daily schedule.
Keep the kitchen, common areas, and bathrooms stocked and presentable.
Monitor and restock office, kitchen, and bathroom supplies, tracking usage and preventing shortages.
Distribute incoming mail and manage outgoing shipments.
Serve as the primary point of contact for facilities issues and coordinate or escalate repairs and maintenance.
Manage relationships with office vendors, assess vendor performance, recommend changes when warranted, and manage agreements in partnership with the Executive Assistant.
Coordinate building access, parking, and office infrastructure needs.
Manage and track the office operations budget, flag variances, and identify cost-saving opportunities.
Process and reconcile office-related expenses and purchase orders, and provide budget reporting as requested.
Make purchasing decisions that balance quality, cost, and company needs.
Maintain company swag inventory and reorder items as needed.
Manage supplies for office events and internal needs and run occasional errands to local stores or shipping locations.
Generate ad hoc reports as requested.
Identify process gaps and recommend improvements to office operations workflows.