Administrative Services Coordinator

Administrative Services Coordinator Tulsa, OK Job Details Full-time $42,000 - $52,000 a year 1 day ago Benefits Paid holidays Disability insurance Health insurance Dental insurance Flexible spending account Paid time off Vision insurance Qualifications Meeting minutes Project reporting Operations management Vendor management Phone communication Greeting customers Process improvement Data reporting Executive administrative support Mid-level Improving operational efficiency High school diploma or GED Client invoicing Task prioritization Decision making Accounting Conflict management Accounting and finance experience Deposits Office management Managing executive calendars Data collection Cross-functional collaboration Equipment inventory management Project leadership Leadership Communication skills Technical Proficiency Cross-functional communication Office experience Client interaction via phone calls Account reconciliation Full Job Description The Administrative Services Coordinator plays a critical role in ensuring a positive, seamless, and highly professional office experience for clients, visitors, and staff. This position provides advanced administrative, operational, and accounting support and works closely with the Administrative Services Manager and senior leadership. This role is designed for an experienced administrative professional who brings strong judgment, organizational excellence, and the capability to anticipate needs, take ownership of processes, and act with confidence. The Coordinator will support executive level leaders, manage office operations, assist with project and billing workflows, and help shape efficient internal processes while growing toward a supervisory or office lead function. This position may be based in either the Tulsa or Oklahoma City office, depending on the selected candidate's location.

ESSENTIAL DUTIES & RESPONSIBILITIES

Office & Client Experience Serve as the primary in office contact, ensuring all clients, visitors, and partners experience a welcoming, polished, and professional environment. Oversee office management functions including inventory, vendor coordination, equipment readiness, and workspace optimization. Lead setup, facilitation, and teardown for client meetings, internal events, and retreats with minimal supervision. Administrative & Operational Support Provide advanced administrative and operational support to the Administrative Services Manager and senior leadership. Use the CORE system for project setup, time entry oversight, project updates, billing coordination, and reporting. Independently gather, analyze, and synthesize data from records, minutes, correspondence, and reports for decision making and planning purposes. Respond to internal inquiries with a high level of professionalism, discretion, and problem solving capability. Scheduling & Executive Support Manage complex scheduling needs for partners and support firmwide scheduling, including prioritization, conflict resolution, and preparation of meeting materials. Provide polished executive level support such as drafting correspondence, preparing documents, organizing information, and maintaining task follow ups. Anticipate leadership needs, prepare ahead of deadlines, and support executives with strong judgment and confidentiality. Collaboration & Internal Support Partner with administrative colleagues and cross functional teams to ensure operational continuity, workflow clarity, and dependable support for client facing teams. Serve as a resource for account services by supporting project workflow coordination, information gathering, deadline tracking, and client service activities. Promote a collaborative, inclusive, and solutions oriented workplace culture. Accounting, Bill & Project Coordination Assist with financial tasks including invoice preparation, deposits, reporting, reconciliations, and other accounting duties as assigned. Manage project documentation, entry, and workflow tracking to support internal processes and client deliverables. Identify inefficiencies and suggest process improvements related to billing or project operations. Leadership, Ownership & Professional Judgment Demonstrate strong critical thinking and decision making skills, taking ownership of tasks, anticipating needs, and resolving issues proactively. Lead small internal initiatives or administrative projects, coordinating others when needed and establishing a path toward supervisory capabilities. Uphold confidentiality, professionalism, and ethical standards in all interactions. Additional Duties Maintain courteous, efficient communication across phone, email, and in-person interactions. Complete special projects independently with limited direction. Perform other duties as assigned in support of firm operations.

QUALIFICATIONS

High School Diploma or equivalent required; additional education or coursework preferred. Minimum three years of administrative or office coordination experience, preferably in a professional services, agency, or executive support environment. Demonstrated ability to support senior leadership and handle sensitive information with maturity and discretion. Experience or exposure to accounting, billing workflows, or project management systems (CORE experience preferred). Strong critical thinking skills with the ability to assess needs, prioritize tasks, and make informed decisions independently. Proven ability to take initiative, own responsibilities, and anticipate next steps without instruction. Excellent written and verbal communication skills and a high level of professionalism. Advanced organizational skills with the ability to manage multiple concurrent priorities in a fast paced environment. High technological proficiency with the ability to quickly learn new systems, tools, and processes. Strong interpersonal and client service orientation. Ability to grow into a leadership or supervisory role over time.

ESSENTIAL BEHAVIORS

Additional assignments are assumed willingly. Demonstrates sensitivity to cultural and ethnic differences in all interactions. Adheres to company policies and procedures, and supports company mission and values. Completes all required paper work and reports accurately in a timely manner. Meets established performance/productivity standards as determined by company leadership. Practices accountability, confidentiality and strong ethical standards. Demonstrates integrity as evidenced by honesty, trustworthiness, respect for self and others, sincerity, and valuing diversity. Exhibits responsibility through good attendance, effective time management, dependability, self-discipline, flexibility, and working independently. Partners with and openly communicates and collaborates with peers, clients, and other staff associates. Participates in identifying continuous improvement areas within department or company, and presents possible solutions. Consistently produces quality work. Utilizes necessary knowledge and skills to perform the job, keeping current with new and best practices. Attends and participates in required department and company meetings and trainings. Why You Want to Work With Us Salary range for this position is $42,000-$52,000. Top-notch benefits package, including fully paid medical, dental, vision, life, and disability insurance. Company contributions toward a Flexible Spending Account (FSA) 15+ paid company holidays, 2-weeks of vacation time, and 2-weeks of sick time (PTO). Opportunities to grow as part of a supportive, mission-driven culture.