Office Coordinator

Job Summary

The Office Coordinator will manage essential administrative, customer service, financial, and sales support tasks to ensure smooth and organized daily office operations. This position requires strong professional communication, excellent organization and filing skills, attention to detail, and the ability to provide dependable customer service. Responsibilities include answering phones, processing customer payments, generating invoices and reports, maintaining accurate records and filing systems, assisting with customer accounts in QuickBooks, and supporting new customer sales and business growth. Experience with QuickBooks on a Mac is strongly preferred.

Key Responsibilities

• Answer phone calls daily and provide courteous, professional, and helpful customer service regarding deliveries, payments, account questions, and company services.
• Maintain strong professional communication with customers by phone, email, and in person, including when handling payment concerns, complaints, or other sensitive customer matters.
• Process customer payments, create and send invoices and statements, and maintain accurate customer and financial records in QuickBooks on a Mac.
• Assist with accounts receivable by reviewing customer balances, maintaining accurate account information, and professionally communicating with customers regarding outstanding balances and payments.
• Prepare, edit, and distribute company reports, ensuring information is accurate, organized, and completed in a timely manner.
• Organize and maintain digital and physical filing systems, ensuring customer records, company documents, invoices, reports, and other information are accurate, complete, and easy to locate.
• Maintain accurate customer records and document important customer interactions, transactions, service requests, comments, and complaints.
• Handle incoming and outgoing communications, including phone calls, emails, mail, and other correspondence.
• Respond to prospective customer inquiries, provide information about company services, and assist with converting inquiries into new customer accounts.
• Proactively follow up with prospective customers and sales leads to help generate new business and grow the customer base.
• Maintain organized records of prospective customers, leads, follow-ups, and sales opportunities.
• Support customer retention by providing responsive, professional service and following up on customer needs.
• Schedule propane deliveries, appointments, meetings, and other activities as needed while ensuring information is communicated accurately to the appropriate employees.
• Manage and maintain executive schedules, including setting appointments and arranging meetings when necessary.
• Greet and assist customers and visitors, maintaining a welcoming and professional office environment.
• Monitor and order office supplies and help ensure the office remains organized and well maintained.
• Support management, sales, and customer service operations with administrative tasks as needed.
• Maintain confidentiality of customer, employee, financial, and company information.
• Follow company policies and procedures and maintain a professional demeanor at all times.

Qualifications

• High school diploma or equivalent required; additional education or training in business, accounting, office administration, or a related field is preferred.
• Previous experience as a secretary, administrative assistant, office professional, customer service representative, or similar position preferred.
• Experience with QuickBooks on a Mac, particularly processing payments, creating invoices, maintaining customer accounts, and generating reports.
• Proficiency in Microsoft Office, including Word and Excel, and familiarity with general office equipment and technology.
• Strong written and verbal communication skills with the ability to communicate professionally and confidently with customers.
• Excellent organizational, recordkeeping, and filing skills.
• Strong attention to detail and commitment to maintaining accurate customer and financial records.
• Ability to multitask, prioritize responsibilities, and manage time effectively in a busy office environment.
• Customer service focused with the ability to professionally handle questions, payment discussions, complaints, and difficult conversations.
• Comfortable communicating with prospective customers, following up on leads, and helping generate new business.
• Strong problem-solving skills and ability to work independently when necessary.
• Dependable, professional, and able to follow through on assigned responsibilities.

Preferred

• Previous experience in an administrative, office management, bookkeeping, customer service, or sales support role.
• Previous QuickBooks experience, especially with customer accounts, accounts receivable, invoicing, payments, and reporting.
• Experience with sales, lead follow-up, new customer acquisition, or business development.
• Business-related degree, certification, or coursework in business administration, accounting, or a related field.

Additional Requirements

• Must pass a background check and drug screening as a condition of employment.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Ability to Relocate:

• Shawnee, OK 74804: Relocate before starting work (Required)

Work Location: In person