Oil and Gas/Real Estate Assistant

Oil & Gas/Real Estate Assistant

Location: Tulsa, OK

Company: Trust Company of Oklahoma

About Us: Since 1981, Trust Company of Oklahoma has proudly served as Oklahoma’s oldest and largest independent trust company, delivering exceptional service rooted in integrity and deep local roots. With offices in Tulsa and Oklahoma City, we are uniquely positioned to serve clients across the state. Our independence ensures that every decision we make and every recommendation we provide is guided solely by our client's best interests. Combining decades of experience with a forward-thinking approach, we meet people where they are in life, offering top-tier, personalized solutions. Our services include investment management, financial planning, trust administration, and retirement plan services, all designed to create elevated experiences that help our clients achieve their goals with confidence and care.

Position Overview: We are seeking a detail-oriented and organized Oil & Gas / Real Estate Assistant to support the administrative and operational functions related to real estate and oil & gas asset management. This position is responsible for processing invoices, managing documentation, supporting communication with property managers and vendors, and ensuring accurate recordkeeping for internal reviews and compliance.

The ideal candidate will have strong administrative skills, excellent follow-through, and the ability to manage multiple tasks efficiently. Prior experience in real estate administration or oil & gas documentation is preferred.

Key Responsibilities:

• Real Estate Payments & Processing
  Process invoicing and payments related to real estate holdings, including the payment of annual property taxes and insurance premiums. Ensure transactions are completed accurately and on schedule to support asset compliance and financial integrity.

• Property Setup & Maintenance
  Establish new properties in internal systems, ensuring accurate data input and appropriate documentation is maintained. Support ongoing recordkeeping and updates as property details evolve.

• Reporting & Committee Support
  Prepare and compile monthly real estate and oil and gas activity reports for the Investment Review Committee. Ensure reports are accurate, timely, and aligned with internal review standards.

• Vendor & Property Management Coordination
  Receive and respond to property management calls. Maintain active communication with vendors and service providers to support ongoing property needs, service issues, or contract follow-up.

• Oil & Gas Document Routing
  Receive, categorize, and route oil and gas mail and documentation to the appropriate internal personnel. This includes incoming correspondence, mineral lease proposals, and AFE submissions.

• Oil & Gas Document Scanning
  Scanning DO’s to client accounts in the internal CRM and returning the DO back to the purchaser and/or operator. Manage and administer recording of documents for real estate and oil gas and sending them back to the appropriate county of record.

• Proposal Management

Log and track key proposals, including:

• Mineral lease proposals
• Authorization for Expenditure (AFE) proposals
• Annual excess liability and Operator’s Extra Expense (OEE) coverage documents
• Ensure each proposal is routed to the correct party and that appropriate logs are updated and maintained for tracking purposes.

• Filing & Document Retention

Organize and file physical documentation in accordance with designated paper retention policies. Maintain the file room to ensure efficient and compliant access to critical documents.

• Special Projects & Departmental Support

Assist with additional administrative projects as assigned. Provide general support to the department and contribute to process improvements and operational effectiveness.

• Other duties as assigned.

Education and Experience:

• High school diploma or equivalent required; associate or bachelor’s degree in business administration or a related field preferred.
• 2 years of administrative or operational experience in real estate, oil & gas, or a related field preferred. Equivalent combinations of education and experience will be considered.
• Skills: Strong attention to detail and accuracy; knowledge of real estate administration and oil & gas documentation processes; familiarity with property tax and insurance workflows; proficiency in Microsoft Office Suite (Excel, Word, Outlook); excellent organizational and recordkeeping skills with the ability to manage multiple priorities and deadlines; effective communication and vendor coordination skills; ability to work independently and collaboratively with other teams and vendors; willingness to assist with special projects and adapt to changing operational needs.
• Communication: Excellent written and verbal communication skills, with the ability to explain complex concepts clearly and concisely to clients and colleagues.

Working Conditions:

• Work Environment: Office-based in our Tulsa office.
• Hours: Full-time position with standard business hours. Some flexibility may be required during peak reporting periods.

Why Join TCO?

• Career Growth: Opportunities for professional development and career advancement within a growing company.
• Benefits: Competitive salary, health insurance, retirement plan, and other employee benefits.
• Culture: A collaborative and supportive work environment with a commitment to work-life balance.