Administrative Technician

Job Description

Job Description

Kaiva Services is seeking a Administrative Technician in Tulsa, OK

Location: Onsite

Employment Type : Part time (32 hours per week) with potential to grow to full time position

Reports to : President

Job Summary :

The Administrative Technician will perform routine administrative functions for the President of Kaiva Services

Duties/Responsibilities :

• Answer phone and provide information to callers
• Review and disseminate mail to appropriate departments or recipients.
• Deliver, pick up, or unload various items, deliveries, packages, etc., as needed
• Complete vendor credit applications
• Maintain Trade Reference Sheets for Companies, Business Units, and Joint Ventures
• Update and maintain marketing material inventory level tracking and support distribution across the company when needs arise.
• Update and maintain asset inventory list and support any check-in, check-out procedures.
• Maintain file folder of updated financial information to support company applications and renewals.
• Partner with and support IT with the distribution and tracking of IT assets.
• Support Kaiva partners with marketing efforts - Support including business cards, brochures, and post-meeting follow-up, leveraging templates (SGP Support), automation, and consistent outreach to generate meetings
• Provide support to President for swag procurement and preparation for printing of capability statements/business cards.
• Provide support to Kaiva partners with conference coordination, including planning, logistics, execution for KTL, and coordination with the Tulsa office for marketing materials requests, distribution, and gear logistics.
• Other duties as assigned by the President

Required Skills/Abilities :

• Strong attention to detail
• Proficiency in Microsoft Office (e.g., Excel, Outlook, Word, PowerPoint, Teams) and accounting software (e.g., QuickBooks)
• Excellent organizational and time management abilities
• Effective communication skills
• Problem-solving aptitude
• Must have valid/unexpired driver's license

Education and Experience :

• Minimum of 1 year of experience performing administrative tasks
• High School Diploma or GED.
• Fork/Lift Truck Certification eligible

Physical Requirements :

• While performing the duties of this position, the employee is required to sit, stand, and walk for extended periods; frequently climb on and off forklifts; bend, stoop, kneel, and reach; and regularly lift, push, pull, and carry up to 50 pounds with or without reasonable accommodation. The employee must have sufficient vision, hearing, hand-eye-foot coordination, and physical stamina to operate a forklift safely in a fast-paced warehouse/production environment and to work in varying temperatures and conditions as required.
• Prolonged periods of sitting at a desk and working on a computer.
• Ability to operate fork/lift truck
• Ability to use core (stomach and lower back) muscles to support the body for long periods without undue fatigue
• Ability to perform frequent bending, stooping, kneeling, crouching, and reaching to handle materials and access loads.
• Ability to repeatedly climb on and off a forklift throughout the shift while maintaining balance and stable footing.
• Sufficient physical fitness to work in a fast‑paced warehouse/production environment and tolerate hot, cold, or otherwise demanding conditions as applicable.
• Ability to lift, push, pull, and carry materials and product, typically up to 40–50 pounds, with or without reasonable accommodation, using proper body mechanics.
• Must be able to lift up to 50 pounds at times.