Front Office Administrative Assistant

Job Overview

We are seeking a professional, organized, and dependable Front Office Administrative Assistant to join our team in Tulsa’s aerospace and manufacturing industry. This position serves as an important first point of contact for visitors, customers, vendors, and employees while providing administrative support to help keep daily office operations running smoothly.

The ideal candidate will be friendly, detail-oriented, and comfortable working in a professional aerospace repair and manufacturing environment. Strong communication skills, computer proficiency, and the ability to stay organized while handling multiple tasks are essential. This is a great opportunity for someone looking to build or expand their experience in office administration, customer service, and the aerospace industry.

Responsibilities

• Welcome and assist visitors, customers, and vendors in a professional and friendly manner
• Answer and direct calls using a multi-line phone system
• Respond to incoming emails, mail, faxes, and other correspondence
• Provide professional customer service and communicate with customers regarding job status and general inquiries
• Maintain accurate and organized physical and electronic filing systems
• Assist with scheduling appointments, meetings, and other office activities
• Perform accurate data entry using Microsoft Office and Google Workspace
• Assist with preparing quotes, invoices, reports, and other customer documentation
• Assist with basic bookkeeping tasks, including invoicing and expense tracking through QuickBooks
• Maintain visitor logs and follow front-office procedures
• Maintain a clean, organized, and professional reception area
• Assist with ordering office supplies and maintaining office inventory
• Proofread, scan, copy, organize, and prepare documents
• Provide general administrative and clerical support to office and operations staff
• Maintain professionalism and confidentiality when handling customer and company information

Qualifications & Experience

• Previous experience in a receptionist, administrative assistant, office, or clerical position preferred
• Strong computer skills and experience with Microsoft Word, Excel, Outlook, and Google Workspace
• Excellent verbal and written communication skills
• Comfortable answering phones and working with a multi-line phone system
• Strong attention to detail and accuracy
• Ability to prioritize and manage multiple tasks in a fast-paced environment
• Professional and customer-focused attitude
• Familiarity with filing, scheduling, data entry, and general office procedures
• QuickBooks experience is a plus
• Experience in an aerospace, aviation, manufacturing, repair station, or industrial environment is a plus
• Previous medical/dental receptionist or personal assistant experience is also considered
• Bilingual candidates are encouraged to apply
• Must be dependable, organized, and comfortable working as part of a team