Office Operations & Administrative Coordinator

About the role

The Office Operations & Administrative Coordinator is a highly proactive, organized, and self-directed role responsible for providing administrative and operational support to the Chief of Staff, the broader ConsumerAffairs Sales organization and the Executive Assistant to the CEO. This person doesn't wait to be told what needs to be done — they anticipate needs, take initiative, and ensure things run smoothly behind the scenes.

This role reports to the Executive Assistant; and serves as a key support partner to the Chief of Staff and Sales leadership, helping coordinate schedules, meetings, communications, office operations, and team initiatives. The ideal candidate is resourceful, detail-oriented, and thrives in a fast-paced environment where priorities can shift quickly.

This is a full-time, in-office position based in Tulsa, Oklahoma, requiring someone who enjoys being hands-on, supporting others, and creating an organized, efficient, and positive workplace experience. While this role has no direct reports, it requires strong ownership, sound judgment, and a commitment to getting things done.

This is a Full-Time in-office position requiring onsite presence Monday through Friday during office hours.

Administrative & Executive Support

• Provide day-to-day administrative support to the Chief of Staff and the broader Sales organization as well as the Executive Assistant.
• Manage calendars, coordinate meetings, schedule appointments, and assist with travel arrangements as needed.
• Prepare meeting agendas, presentations, reports, and other materials to support leadership and team initiatives.
• Take meeting notes, track action items, and follow up to ensure deadlines and commitments are met.
• Anticipate administrative needs, proactively identify gaps, and take ownership of tasks without waiting for direction.

Office Operations & Facilities

• Maintain a clean, organized, and professional office environment — proactively identifying and resolving issues without being asked
• Reset and tidy conference rooms after meetings; anticipate room needs based on the day's schedule
• Ensure the kitchen, common areas, and bathrooms are consistently well-stocked and presentable
• Monitor and restock office, kitchen, and bathroom supplies — tracking usage patterns and staying ahead of shortages
• Distribute incoming mail and manage outgoing shipments
• Serve as the primary point of contact for facilities issues; escalate and coordinate repairs or maintenance as needed

Vendor & Facilities Management

• Own relationships with office vendors (cleaning services, supply vendors, maintenance, etc.)
• Evaluate vendor performance and proactively recommend changes when service or value falls short
• Negotiate and manage vendor agreements in partnership with the Executive Assistant
• Coordinate building access, parking, and office infrastructure needs

Budget & Expense Tracking

• Manage and track the office operations budget, flagging variances and identifying cost-saving opportunities
• Process and reconcile office-related expenses and purchase orders in a timely manner
• Provide regular budget reporting to the Executive Assistant and leadership as requested
• Make informed purchasing decisions that balance quality, cost, and company needs

Inventory & Logistics

• Maintain inventory of company swag and reorder items as needed
• Manage supplies for office events and internal needs
• Run occasional errands to local stores or shipping locations (e.g., FedEx) as needed

Reporting & Coordination

• Generate ad hoc reports as requested
• Identify process gaps and recommend improvements to office operations workflows

Qualifications

• 2+ years of experience in office management, operations, or a similar administrative role
• Strong organizational and time management skills with a proven ability to juggle multiple priorities
• High level of attention to detail with a proactive, "see it–own it–fix it" approach
• 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 (Docs, Sheets, Slides, Drive, and Gmail)
• Comfort using AI tools to assist with administrative tasks, reporting, and workflow efficiency

Requirements

• Valid driver’s license and reliable transportation for local errands
• Ability to work on-site in the office, Monday through Friday during operating hours.
• Must be able to lift up to 35 pounds as part of regular job duties.

Soft Skills

• Sees it, owns it, fixes it, without waiting to be asked
• Juggles shifting priorities with good judgment
• Communicates clearly with everyone from interns to executives
• Treats colleagues and vendors like customers
• Takes responsibility for results and flags problems early
• Seeks feedback and keeps improving