What are the responsibilities and job description for the Front Desk Receptionist position at Insulation Services of Tulsa?
Receptionist / Administrative Assistant
Insulation Services of Tulsa is seeking a dependable, organized, and professional Receptionist / Administrative Assistant to join our team. This position serves as the first point of contact for our customers, vendors, and crew members and plays an important role in keeping our daily office and field operations running smoothly.
Schedule: Monday–Friday, 8:00 AM–5:00 PM
Lunch: 12:00 PM–1:00 PM
Position: Full-Time
Responsibilities
Front Desk & Customer Communication
* Answer incoming phone calls promptly and professionally.
* Greet and assist customers, vendors, crew members, and other visitors.
* Manage voicemail and ensure messages are forwarded to the appropriate team member.
* Monitor and respond to the company email inbox as directed by management.
* Maintain a friendly and professional attitude when communicating with customers and coworkers.
Scheduling & Administrative Support
* Coordinate and schedule appointments, job estimates, and crew dispatches as directed.
* Maintain and update job logs, spreadsheets, schedules, and scheduling boards.
* Assist with data entry for quotes, invoices, and customer records.
* Prepare, print, scan, organize, and file documents.
* Maintain organized physical and digital filing systems.
* Relay important job information between office staff, management, and field crews.
* Assist management with additional administrative tasks as needed.
Office Operations & Organization
* Maintain a clean, organized, and professional front office and reception area.
* Monitor office supplies and notify management when supplies need to be reordered.
* Help ensure the office remains organized and ready for customers, employees, and vendors throughout the workday.
Office Cleaning & Upkeep
* Clean and sanitize office restrooms daily.
* Keep the break room clean and orderly, including counters, tables, appliances, and trash.
* Maintain the cleanliness of office areas through routine vacuuming/sweeping, dusting, and emptying trash.
* Restock paper towels, soap, and other office consumables as needed.
* Report maintenance issues or supply shortages to management.
What We’re Looking For
The ideal candidate is dependable, punctual, organized, professional, and comfortable handling multiple responsibilities throughout the day. Strong communication skills and attention to detail are important, as this position regularly interacts with customers, management, office staff, and field crews.
We are looking for someone who takes pride in keeping things organized, communicates well, shows up consistently, and is willing to help wherever needed to keep the company operating efficiently.