Customer Service Representative – Office Operations & Administrative Support Specialist

Join arenaflex: Where Excellence Meets Opportunity

At arenaflex, we believe that exceptional customer service begins with exceptional people. For over a decade and a half, arenaflex has been a cornerstone of the residential services industry, proudly serving communities with reliable plumbing solutions, septic services, and portable sanitation offerings. Based in the heart of the Tulsa and Grand Lake areas, we have built our reputation on trust, professionalism, and an unwavering commitment to quality. As we continue to grow and expand our reach, we are seeking a dedicated, detail-oriented Customer Service Representative – Office Operations & Administrative Support Specialist to join our dynamic team and help us maintain the high standards our customers have come to expect.

This is more than just an administrative position. It is an opportunity to become an integral part of a company that values its employees as much as it values its customers. If you are a hardworking professional who thrives in a fast-paced environment, takes pride in precision, and enjoys the satisfaction of keeping operations running seamlessly, we want to hear from you.

Position Overview

The Customer Service Representative – Office Operations & Administrative Support Specialist will play a vital role in supporting the daily administrative functions of arenaflex. This position requires a versatile professional who can manage a wide variety of office support tasks while maintaining composure and efficiency under pressure. The ideal candidate will bring a high degree of attention to detail, discretion, and a proactive mindset to the role, always looking for innovative and effective ways to optimize procedures and achieve better results.

Working closely with associates across multiple departments, this individual will serve as a key point of coordination, ensuring that communications flow smoothly, records are meticulously maintained, and operational needs are met promptly. A valid driver's license and dependable transportation are required, as occasional local travel may be necessary.

Key Responsibilities

• Office Organization & Optimization: Strategically organize the office environment and assist associates in ways that streamline procedures, reduce inefficiencies, and enhance overall productivity across all administrative functions.
• Communication Management: Sort and distribute incoming and outgoing communications in a timely and accurate manner, ensuring that important messages reach the right recipients without delay.
• Records Management: Create, update, and maintain records with meticulous attention to detail, ensuring the accuracy, validity, and confidentiality of all information housed within company databases and filing systems.
• Scheduling & Coordination: Schedule and plan meetings, appointments, and events, coordinating calendars and resources to maximize efficiency and minimize scheduling conflicts.
• Supply Chain Oversight: Monitor inventory levels of office supplies and equipment, proactively identifying shortages and coordinating timely replenishments to prevent operational disruptions.
• Issue Resolution: Respond promptly to office-related malfunctions, requests, and issues, troubleshooting problems as they arise and escalating complex matters to appropriate personnel when necessary.
• Cross-Departmental Collaboration: Coordinate with other departments to ensure compliance with established policies, procedures, and regulatory requirements, fostering a culture of accountability and consistency.
• Relationship Building: Maintain trusting, professional relationships with suppliers, customers, and colleagues, serving as a positive ambassador for arenaflex in all interactions.
• Receptionist Duties: Perform receptionist responsibilities as needed, including greeting visitors, answering phone calls, and providing courteous, knowledgeable assistance to anyone who contacts or visits the office.

Essential Qualifications

• Proven Administrative Experience: Demonstrated experience working as a back-office assistant, office assistant, or in another relevant administrative or customer service role. Candidates with experience in the services or trades industry will be given special consideration.
• Technical Proficiency: Solid working knowledge of "back-office" computer systems, enterprise resource planning (ERP) platforms, and database management tools commonly used in modern office environments.
• Office Equipment Mastery: Comprehensive understanding of office equipment, including multi-line phone systems, printers, scanners, copiers, and other standard office technology.
• Office Management Knowledge: Thorough understanding of office management procedures, administrative best practices, and organizational workflows.
• Valid Driver's License: A valid driver's license and dependable transportation are required for this position.

Preferred Skills & Competencies

• Organizational Excellence: Exceptional organizational and time management skills, with the ability to prioritize competing demands and meet tight deadlines without sacrificing quality.
• Analytical Problem-Solving: Strong analytical abilities and a natural aptitude for problem-solving, with a track record of identifying inefficiencies and implementing effective solutions.
• Communication Skills: Excellent written and verbal communication skills, with the ability to interact professionally and courteously with customers, colleagues, and external partners.
• Software Proficiency: Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. Familiarity with QuickBooks and advanced Excel functions (such as VLOOKUP, pivot tables, and macros) is highly desirable.
• Discretion & Confidentiality: The ability to handle sensitive information with the utmost discretion and maintain confidentiality at all times.
• Adaptability: A flexible, adaptable mindset with the willingness to take on new challenges and learn new systems as the needs of the business evolve.
• Team-Oriented Attitude: A collaborative spirit and the ability to work effectively both independently and as part of a team.

What We Offer: Compensation, Perks & Benefits

At arenaflex, we believe that taking care of our employees is just as important as taking care of our customers. We work year-round and offer excellent compensation and a comprehensive benefits package that includes both traditional benefits and unique perks designed to support your professional and personal well-being.

• Paid Time Off: Generous paid time off, including paid birthday and holiday pay, so you can celebrate life's special moments.
• Flexible Family Scheduling: We understand the importance of family, which is why we offer flexible scheduling options to help you maintain a healthy work-life balance.
• Continuing Education & Growth Opportunities: We are committed to your professional development, offering continuing education support and clear pathways for career advancement within the company.
• Company-Provided Uniforms: All uniforms are provided, including an annual boot allowance to ensure you always look and feel your professional best.
• Take-Home Vehicle: A company-provided take-home vehicle is available for qualifying positions, adding convenience and value to your compensation package.
• Costco Membership: Enjoy a complimentary Costco membership as part of our appreciation for your hard work.
• Company Phone: A company-issued phone is provided to keep you connected and supported in your role.
• Chiropractic Care: We care about your health and wellness, which is why we offer four annual chiropractic care visits as part of our benefits package.

Our Culture & Work Environment

Working at arenaflex means joining a team that values integrity, hard work, and mutual respect. Our office environment is collaborative, supportive, and designed to help every team member succeed. We celebrate achievements, encourage innovation, and foster a culture where every voice is heard. Whether you are answering phones, organizing files, or coordinating with field technicians, you will be part of a team that takes pride in delivering outstanding service to the communities we serve.

We believe that our employees are our greatest asset, and we are dedicated to creating an environment where you can thrive personally and professionally. From day one, you will be welcomed into a team that is committed to your success and invested in your growth.

About arenaflex

arenaflex has been a trusted provider of residential plumbing services, septic services, and portable sanitation for over 15 years. We proudly serve the Tulsa and Grand Lake areas, offering reliable and efficient solutions to our valued customers. Our commitment to quality workmanship, exceptional customer service, and community engagement has made us a leader in our industry. As we look to the future, we are excited to welcome new team members who share our passion for excellence and our dedication to making a positive impact in the lives of those we serve.

Take the Next Step in Your Career

If you are ready to bring your skills, energy, and dedication to a company that truly values its people, we encourage you to apply today. This is your opportunity to join a respected organization with a proven track record of success, a commitment to employee well-being, and a clear vision for the future. At arenaflex, your work matters, your growth is supported, and your contributions are recognized.

Don't miss this chance to become part of a team that is making a difference every single day. Apply now and discover what a rewarding career at arenaflex can look like for you.