What are the responsibilities and job description for the Front Office Coordinator position at Trinity Employment Specialists?
Front Office Coordinator | Tulsa, OK
Monday – Friday, 8:00 AM – 4:30 PM (30-minute lunch)
$17–$19/hour, depending on experience
Position Overview
This is a front-facing administrative role responsible for creating a welcoming and professional first impression for all visitors. The position plays a key role in maintaining daily office operations, supporting staff, and ensuring the front office runs smoothly. Candidates should be aware that this position is located within a firearms facility environment. Professionalism, reliability, and discretion are essential in this setting. This is a business-casual environment, and the team is looking for someone who maintains professionalism and contributes to a positive, drama-free workplace culture.
Key Responsibilities
- Greet and assist all visitors, ensuring a welcoming and organized check-in process
- Answer and direct incoming phone calls in a timely and professional manner
- Provide general administrative and clerical support as needed
- Maintain cleanliness and organization of common areas (lobby, kitchen, conference rooms)
- Monitor and restock office supplies to ensure smooth daily operations
- Deposit checks via scanning system
What We’re Looking For
- Strong basic computer skills (email, Word, Excel, web-based tools)
- Dependable with consistent attendance and punctuality
- Professional, friendly demeanor with strong communication skills
- Highly organized with the ability to multitask
- Comfortable working in a structured, no-gossip work environment
What Success Looks Like in This Role
- Visitors are greeted promptly and leave with a positive experience
- Phone calls are handled efficiently and routed accurately
- Office supplies are consistently stocked without disruption
- Shared spaces remain clean, organized, and presentable
- Administrative tasks are completed proactively with minimal direction
TRINITY EMPLOYMENT SPECIALISTS IS AN EQUAL OPPORTUNITY EMPLOYER
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* Answer inquiries and provide information to the general public, customers, visitors, and other interested parties regarding activities conducted at establishment and location of departments, offices, and employees within the organization.
* Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
* Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
* Schedule appointments and maintain and update appointment calendars.
* Hear and resolve complaints from customers or the public.
* File and maintain records.
* Receive payment and record receipts for services.
* Perform administrative support tasks, such as proofreading, transcribing handwritten information, or operating calculators or computers to work with pay records, invoices, balance sheets, or other documents.
* Transmit information or documents to customers, using computer, mail, or facsimile machine.
* Analyze data to determine answers to questions from customers or members of the public.
* Collect, sort, distribute, or prepare mail, messages, or courier deliveries.
* Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
* Calculate and quote rates for tours, stocks, insurance policies, or other products or services.
* Process and prepare memos, correspondence, travel vouchers, or other documents.
* Keep a current record of staff members' whereabouts and availability.