Office Operations & Administrative Coordinator

Job DescriptionJob DescriptionThe Office Operations & Administrative Coordinator is a highly proactive, organized, and self-directed role responsible for providing administrative and operational support to the Chief of Staff, the broader ConsumerAffairs Sales organization and the Executive Assistant to the CEO. This person doesn't wait to be told what needs to be done — they anticipate needs, take initiative, and ensure things run smoothly behind the scenes.This role reports to the Executive Assistant; and serves as a key support partner to the Chief of Staff and Sales leadership, helping coordinate schedules, meetings, communications, office operations, and team initiatives. The ideal candidate is resourceful, detail-oriented, and thrives in a fast-paced environment where priorities can shift quickly.This is a full-time, in-office position based in Tulsa, Oklahoma, requiring someone who enjoys being hands-on, supporting others, and creating an organized, efficient, and positive workplace experience. While this role has no direct reports, it requires strong ownership, sound judgment, and a commitment to getting things done.This is a Full-Time in-office position requiring onsite presence Monday through Friday during office hours.Administrative & Executive Support Provide day-to-day administrative support to the Chief of Staff and the broader Sales organization as well as the Executive Assistant.Manage calendars, coordinate meetings, schedule appointments, and assist with travel arrangements as needed.Prepare meeting agendas, presentations, reports, and other materials to support leadership and team initiatives.Take meeting notes, track action items, and follow up to ensure deadlines and commitments are met.Anticipate administrative needs, proactively identify gaps, and take ownership of tasks without waiting for direction.Office Operations & Facilities Maintain a clean, organized, and professional office environment — proactively identifying and resolving issues without being askedReset and tidy conference rooms after meetings; anticipate room needs based on the day's scheduleEnsure the kitchen, common areas, and bathrooms are consistently well-stocked and presentableMonitor and restock office, kitchen, and bathroom supplies — tracking usage patterns and staying ahead of shortagesDistribute incoming mail and manage outgoing shipmentsServe as the primary point of contact for facilities issues; escalate and coordinate repairs or maintenance as neededVendor & Facilities Management Own relationships with office vendors (cleaning services, supply vendors, maintenance, etc.)Evaluate vendor performance and proactively recommend changes when service or value falls shortNegotiate and manage vendor agreements in partnership with the Executive AssistantCoordinate building access, parking, and office infrastructure needsBudget & Expense Tracking Manage and track the office operations budget, flagging variances and identifying cost-saving opportunitiesProcess and reconcile office-related expenses and purchase orders in a timely mannerProvide regular budget reporting to the Executive Assistant and leadership as requestedMake informed purchasing decisions that balance quality, cost, and company needsInventory & LogisticsMaintain inventory of company swag and reorder items as neededManage supplies for office events and internal needsRun occasional errands to local stores or shipping locations (e.g., FedEx) as neededReporting & CoordinationGenerate ad hoc reports as requestedIdentify process gaps and recommend improvements to office operations workflowsRequirementsQualifications 2+ years of experience in office management, operations, or a similar administrative roleStrong organizational and time management skills with a proven ability to juggle multiple prioritiesHigh level of attention to detail with a proactive, "see it–own it–fix it" approachExperience managing vendor relationships and office budgetsStrong communication and collaboration skills across all levels of an organizationAbility to work independently and lead initiatives without close supervisionProficiency with Google Workspace (Docs, Sheets, Slides, Drive, and Gmail)Comfort using AI tools to assist with administrative tasks, reporting, and workflow efficiencyRequirementsValid driver’s license and reliable transportation for local errandsAbility to work on-site in the office, Monday through Friday during operating hours.Must be able to lift up to 35 pounds as part of regular job duties.Soft SkillsSees it, owns it, fixes it, without waiting to be askedJuggles shifting priorities with good judgmentCommunicates clearly with everyone from interns to executivesTreats colleagues and vendors like customersTakes responsibility for results and flags problems earlySeeks feedback and keeps improvingBenefitsWhy You’ll Love Working Here At ConsumerAffairs, your voice matters. We foster a collaborative environment where you’re encouraged to take initiative, experiment boldly, and grow professionally. We're committed to work-life harmony, career development, and celebrating wins together.Health Care Plan (Medical, Dental & Vision)Retirement Plan (401k)Life Insurance (Basic, Voluntary & AD&D)Paid Time Off (Vacation, Sick & Public Holidays)Family Leave (Maternity, Paternity)Short Term & Long Term DisabilityTraining & Development