Visitor and Administrative Services Assistant

CHAMBER OF COMMERCE METROPOLITAN TULSA•Tulsa, OK

8d•$19 - $21•Onsite

About The Position

The Visitor and Administrative Services Assistant serves as the first point of contact for the organization providing professional customer service to visitors, members, and callers while supporting front desk operations and performing a variety of administrative and clerical duties to ensure smooth daily operations. This role is available as either a 36-hour or 40-hour per week position. Candidate will select their hours/week preference at the time of hire. The hourly rate is commensurate with experience.

Requirements

Must have High School Diploma or equivalent from an accredited institution.
Minimum of one year of experience in a front desk, administrative support, or customer service role.
Proficiency in Microsoft Office Suite (i.e., Word, Excel, and Outlook) and ability to learn and use office systems and databases.
Strong verbal and written communication skills with the ability to interact professionally with visitors, members, and staff.
Strong customer service skills with the ability to serve as a primary point of contact for the organization.
Ability to remain resourceful, proactive, and composed when addressing questions, issues, or competing priorities.
Strong multitasking and time management skills with the ability to prioritize tasks during busy periods.
Excellent organizational skills and attention to detail, including maintaining logs, records, and administrative documentation.
Professional demeanor, appearance, and interpersonal skills.
Ability to work both independently and collaboratively in support of front desk and administrative operations.

Nice To Haves

Hospitality or professional office experience preferred.

Responsibilities

Serves as the first point of contact for the organization by greeting and welcoming visitors, members, and guests.
Responds to inquiries from the public, members, and visitors in a professional and courteous manner.
Provides general information and assistance to callers and visitors.
Demonstrates Tulsa Regional Chamber’s commitment to exceptional customer service and professionalism in all interactions.
Answers and routes incoming calls through a multi-line phone system.
Takes and relays messages as needed.
Maintains a clean, organized, and professional reception area stocked with necessary supplies and materials.
Maintains front desk logs, records, and reference materials as needed.
Coordinates with internal staff to ensure timely communication regarding visitor arrivals and inquiries.
Receives and signs for deliveries and shipments; notify recipients promptly.
Schedules the Saint Francis Health System Conference Room on the plaza level for internal building tenants.
Prepares Certificates of Origin through online submissions and in-person requests and maintains associated required logs and documentation.
Processes daily outgoing mail, including postage preparation and delivery to the designated mailbox.
Orders and maintains inventory of office supplies for workroom and employees.
Orders and maintains inventory of breakroom and meeting room supplies while adhering to established budgets.
Utilizes office systems and databases to support scheduling, visitor tracking, and administrative functions.
Troubleshoots or escalates basic front desk technology and phone system issues as needed.
Receives maintenance requests from staff and submit them to building management through the appropriate platform.
Assists Tulsa Regional Chamber support staff with administrative and clerical tasks as needed.
Assists with meeting and event setup and cleanup as needed.
Assists with monthly Small Group Lunch logistics, including room setup, receiving catering deliveries, and preparing table tents.
Performs other duties as required and assigned.