Customer Service & Office Operations Coordinator – Administrative Support, Scheduling, and Client Relations Specialist

About arenaflex

For more than fifteen years, arenaflex has built a reputation as a trusted provider of essential residential and commercial services, including plumbing, septic system care, and portable sanitation solutions. Serving the communities of Tulsa, Grand Lake, and the surrounding areas, arenaflex has grown into a company known for reliability, craftsmanship, and an unwavering commitment to customer satisfaction. We are proud to be a year-round operation that supports our customers through every season, and we are equally proud of the dedicated professionals who make that consistency possible.

Our team operates on the principles of integrity, respect, and continuous improvement. Every phone call answered, every schedule organized, and every customer interaction reflects the values that have shaped arenaflex since the beginning. We believe that a strong administrative foundation is the backbone of exceptional service delivery, and we are currently seeking a polished, detail-oriented professional to join us in a role that blends customer service, office coordination, and operational support.

Position Overview

arenaflex is looking for a Customer Service & Office Operations Coordinator to play a pivotal role in the daily rhythm of our business. This position is ideal for a hard-working, resourceful professional who thrives in a fast-paced environment, enjoys variety in their workday, and takes pride in keeping operations running smoothly. The successful candidate will serve as a key point of contact for our customers, our field teams, and our external partners, ensuring that communication flows seamlessly and that administrative processes are executed with precision.

This is more than a traditional receptionist or back-office role. The Coordinator will handle a blend of customer-facing duties, internal coordination, scheduling, and record management. If you are someone who can balance warmth and professionalism on the phone with accuracy and efficiency behind the scenes, we would love to hear from you.

Key Responsibilities

Customer Interaction and Communication

• Serve as a primary point of contact for incoming calls, emails, and in-person visits, providing a welcoming and professional experience for every customer interaction.
• Address customer inquiries promptly, route requests to the appropriate department, and follow up to ensure resolution and satisfaction.
• Maintain a courteous and helpful demeanor, even during high-volume periods, reflecting the arenaflex commitment to service excellence.

Office Organization and Administrative Support

• Organize the office environment and assist team members in ways that optimize procedures, improve workflows, and create a more efficient workspace.
• Sort, prioritize, and distribute incoming communications in a timely manner, including mail, deliveries, and digital correspondence.
• Create, update, and maintain records, ensuring the accuracy, completeness, and validity of all information entered into company systems.
• Monitor the level of office and operational supplies, anticipate shortages, and handle reordering to prevent disruptions.
• Resolve office-related malfunctions and respond promptly to facilities requests or issues that could impact daily operations.

Scheduling and Calendar Management

• Schedule and plan meetings, appointments, and service visits, coordinating with field technicians, customers, and internal stakeholders.
• Maintain organized calendars for leadership and team members, proactively identifying and resolving scheduling conflicts.
• Send reminders, prepare agendas, and ensure that all participants are prepared and informed ahead of scheduled activities.

Cross-Departmental Coordination and Compliance

• Coordinate with other departments to ensure alignment with established policies, procedures, and operational standards.
• Maintain trusting relationships with suppliers, customers, and colleagues, acting as a reliable liaison between arenaflex and its external partners.
• Support compliance efforts by keeping documentation current, organized, and accessible for audits and internal reviews.

Reception and Front Desk Duties

• Perform receptionist duties as needed, including greeting visitors, managing sign-in procedures, and directing guests to the appropriate personnel.
• Handle incoming deliveries and correspondence with discretion and professionalism.

Essential Qualifications

• Proven experience as a back-office assistant, office assistant, administrative coordinator, or in another relevant administrative role.
• Working knowledge of office equipment, including printers, scanners, multi-line phone systems, and standard office technology.
• Thorough understanding of office management procedures, including filing, documentation, scheduling, and supply management.
• Excellent organizational and time management skills, with the ability to prioritize multiple tasks effectively.
• Strong analytical abilities and a clear aptitude for problem-solving, particularly in fast-moving situations.
• Excellent written and verbal communication skills, with a professional and friendly tone.
• Proficiency in Microsoft Office Suite, including Word, Outlook, and PowerPoint.
• Working knowledge of QuickBooks and Microsoft Excel, including the ability to create, edit, and maintain spreadsheets.
• High degree of attention to detail and discretion when handling sensitive or confidential information.
• Valid driver's license and dependable transportation.

Preferred Attributes

• Experience in a customer service environment, ideally within a service-based or trades industry.
• Familiarity with scheduling software or field service management platforms.
• Comfort with incorporating new and effective ways to achieve better results, including a willingness to embrace process improvements and technology upgrades.
• Ability to remain calm and resourceful when working under pressure or managing competing deadlines.
• A collaborative mindset and a genuine desire to contribute to a supportive team culture.

Skills and Competencies for Success

Success in this role requires a balance of technical know-how and interpersonal finesse. The ideal candidate will be highly organized, adaptable, and confident in their ability to manage shifting priorities without losing focus. Strong communication skills are essential, as is the ability to handle confidential information with maturity and sound judgment. A proactive approach, combined with a willingness to learn and grow, will help the Coordinator thrive in an environment that values initiative and continuous improvement.

Career Growth and Learning Opportunities

At arenaflex, we believe in investing in our people. We provide continuing education opportunities, on-the-job training, and clear pathways for professional growth. Whether you are looking to deepen your expertise in office management, expand your knowledge of operations, or develop leadership skills for the future, arenaflex offers the resources and mentorship to help you reach your goals. Many of our team members have grown into expanded roles over the years, and we are committed to supporting the long-term career aspirations of every employee.

Work Environment and Company Culture

arenaflex fosters a workplace culture built on respect, teamwork, and shared pride in the work we do. We understand that our customers count on us, and we count on each other. Our office environment is collaborative, supportive, and grounded in the values that have defined our company for more than fifteen years. Team members are treated as family, and we strive to create a workplace where people feel valued, heard, and empowered to do their best work every day.

Compensation, Perks, and Benefits

arenaflex offers excellent compensation and a comprehensive benefits package designed to support the well-being of our team members and their families. Our benefits include traditional offerings as well as unique perks that reflect our commitment to work-life balance and employee satisfaction. Highlights include:

• Paid Time Off, including paid birthday and holiday pay.
• Flexible family scheduling to help you manage personal and professional responsibilities.
• Continuing education and opportunities for career growth.
• Company-provided uniforms, including an annual boot allowance.
• Company-provided take-home vehicle.
• Costco membership.
• Company-issued phone.
• Chiropractic care, with four annual visits covered.

How to Apply

If you are a motivated administrative professional with a passion for customer service and a desire to join a respected, growing company, we encourage you to apply. This is your opportunity to bring your organizational talents, communication skills, and problem-solving abilities to a team that truly values what you do. At arenaflex, you will find more than a job, you will find a career path supported by a company that takes pride in its people and its work.

Take the next step in your career and become part of the arenaflex story. We look forward to welcoming you to our team.