Customer Service Representative – Office Operations & Administrative Support Specialist

Join arenaflex as a Customer Service Representative – Office Operations & Administrative Support Specialist

Are you a detail-oriented, highly organized professional who thrives in a fast-paced, customer-focused environment? Do you take pride in keeping operations running smoothly behind the scenes while delivering exceptional service to colleagues, customers, and partners alike? If so, arenaflex invites you to bring your skills, energy, and commitment to excellence to a role where every day brings new opportunities to make a meaningful impact.

arenaflex has earned a reputation over more than 15 years as a trusted provider of residential plumbing services, septic solutions, and portable sanitation throughout the Tulsa and Grand Lake areas. Our success is built on reliability, professionalism, and a genuine dedication to the customers and communities we serve. Behind every successful service call, every satisfied homeowner, and every seamless customer interaction is a dedicated administrative and operational team that keeps the business moving forward. As a Customer Service Representative on our team, you will be at the heart of that operation—ensuring efficiency, accuracy, and warmth in every interaction.

This is more than a typical front-desk or back-office position. It is a dynamic, hands-on role that blends administrative expertise with customer service excellence, requiring a professional who can balance multiple priorities, communicate effectively, and contribute to a workplace culture built on respect, accountability, and continuous improvement.

Key Responsibilities

As a Customer Service Representative supporting daily administrative operations at arenaflex, you will play a vital role in optimizing workflows, supporting team members, and ensuring that our office functions at the highest level of efficiency. Your day-to-day responsibilities will include, but are not limited to:

• Office Organization and Workflow Optimization: Organize the office environment in ways that maximize efficiency, ensuring that supplies, equipment, documentation, and resources are readily available to associates. Identify opportunities to streamline procedures and introduce new, effective methods for achieving better results.
• Communication Management: Sort, review, and distribute incoming and outgoing communications—including mail, emails, faxes, and phone messages—in a timely and accurate manner, ensuring that critical information reaches the appropriate parties without delay.
• Records Creation and Maintenance: Create, update, and maintain records and databases with a high degree of accuracy and validity. Audit existing information regularly to ensure data integrity and compliance with company policies.
• Scheduling and Calendar Coordination: Schedule, plan, and coordinate meetings, appointments, service calls, and internal events. Manage calendars for team members and departments, proactively identifying and resolving scheduling conflicts.
• Supply and Inventory Oversight: Monitor inventory levels of office and operational supplies, anticipate shortages, and place orders or coordinate with vendors to ensure uninterrupted availability of essential materials.
• Issue Resolution and Troubleshooting: Respond promptly to office-related malfunctions, equipment issues, and internal requests. Coordinate with maintenance personnel, IT support, and external service providers to resolve problems efficiently.
• Cross-Departmental Collaboration: Work closely with other departments—including operations, field service, finance, and management—to ensure compliance with established policies, procedures, and service standards.
• Relationship Management: Cultivate and maintain trusting, professional relationships with suppliers, customers, vendors, and colleagues. Serve as a reliable point of contact who represents arenaflex with integrity and warmth.
• Receptionist Coverage: Perform receptionist duties as needed, including greeting visitors, answering incoming calls, directing inquiries to the appropriate team members, and providing a welcoming, professional first impression of arenaflex.
• Customer Service Excellence: Handle customer inquiries with care, professionalism, and accuracy—whether by phone, email, or in person—helping to resolve concerns, provide information, and ensure a positive customer experience that reflects arenaflex’s values.

Essential Qualifications

To thrive in this role, candidates must possess the following:

• Valid Driver’s License and Dependable Transportation: The ability to travel locally for occasional errands, supply pickups, or inter-office coordination is essential.
• Proven Administrative Experience: Demonstrated experience as a back-office assistant, office assistant, customer service representative, or in another relevant administrative or operational support role.
• Technical Proficiency: Solid working knowledge of back-office computer systems, including enterprise software platforms, database management tools, and standard office technology.
• Office Equipment Expertise: Hands-on familiarity with office equipment such as multi-line phone systems, printers, copiers, scanners, and postage machines.
• Office Management Knowledge: A thorough understanding of office management procedures, including filing systems, document control, scheduling protocols, and inventory tracking.
• Organizational and Time Management Skills: The ability to prioritize tasks, manage multiple deadlines, and maintain composure in a busy environment.
• Analytical and Problem-Solving Aptitude: Strong analytical abilities with a talent for identifying inefficiencies, troubleshooting issues, and implementing practical solutions.
• Communication Skills: Excellent written and verbal communication skills, with the ability to interact professionally with customers, colleagues, vendors, and management at all levels.
• Software Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with accounting platforms such as QuickBooks.

Preferred Attributes

While not strictly required, the following qualifications will set exceptional candidates apart:

• Prior experience in a service-based industry such as plumbing, septic, construction, or related trades.
• Familiarity with scheduling or dispatch software used to coordinate field operations.
• Experience handling confidential information with discretion and professionalism.
• A proactive, solutions-oriented mindset with a willingness to take initiative and recommend improvements.
• The ability to adapt quickly to changing priorities and contribute to a collaborative team environment.

Skills and Competencies for Success

Beyond the technical and experiential qualifications, the ideal candidate will demonstrate a strong set of interpersonal and professional competencies, including:

• Attention to Detail: A meticulous eye for accuracy in data entry, recordkeeping, and communication.
• Discretion and Integrity: The ability to handle sensitive information with the utmost confidentiality and professionalism.
• Adaptability: Comfort with shifting priorities, evolving procedures, and a variety of tasks across multiple departments.
• Customer Focus: A genuine commitment to delivering excellent service to both internal and external stakeholders.
• Team Collaboration: A collaborative spirit and the ability to build strong working relationships across the organization.
• Initiative and Independence: The confidence to work autonomously, take ownership of responsibilities, and follow through on commitments.
• Stress Management: The resilience and composure to perform effectively under pressure and during peak operational periods.

Career Growth and Learning Opportunities

At arenaflex, we believe that investing in our people is the foundation of our continued success. As a Customer Service Representative, you will have access to ongoing professional development, continuing education programs, and clear pathways for career advancement. Whether your interests lie in operations management, customer service leadership, office administration, or another area of the business, we are committed to helping you grow your skills and expand your responsibilities over time. Many of our team members have built long, rewarding careers with arenaflex, and we are proud to support that journey through mentorship, training, and internal promotion opportunities.

Work Environment and Company Culture

arenaflex is more than a workplace—it is a community of professionals who care deeply about their craft, their colleagues, and the customers they serve. Our team-oriented culture is built on mutual respect, open communication, and a shared commitment to excellence. We work year-round, providing stability and consistency, and we take pride in fostering a supportive environment where every team member’s contributions are recognized and valued. At arenaflex, you will join a group of dedicated individuals who take their work seriously, but who also understand the importance of collaboration, balance, and a positive workplace atmosphere.

Compensation, Perks, and Benefits

arenaflex offers a competitive compensation package along with a comprehensive benefits program designed to support the well-being, security, and satisfaction of our team members. Our benefits include:

• Paid Time Off: Generous paid time off, including paid birthday and holiday pay.
• Flexible Family Scheduling: Work arrangements that support a healthy balance between professional responsibilities and family life.
• Continuing Education and Growth Opportunities: Financial and logistical support for ongoing training, certifications, and professional development.
• Company-Provided Uniforms: Including an annual boot allowance to ensure you are always equipped and comfortable.
• Company-Provided Take-Home Vehicle: For work-related use, providing convenience and reliability.
• Costco Membership: To support your household needs and personal shopping.
• Company Phone: A work phone provided for seamless communication and connectivity.
• Chiropractic Care: Up to four annual visits to support your physical wellness and comfort.
• Traditional Benefits: Including health insurance options, retirement planning support, and other essential benefits.

How to Apply

If you are ready to bring your organizational talents, customer service skills, and administrative expertise to a company that truly values its team members, we encourage you to apply today. This is your opportunity to join a respected, community-focused organization where your contributions will be seen, appreciated, and rewarded. Become part of the arenaflex family and help us continue to deliver the dependable, high-quality service our customers have trusted for over 15 years. We look forward to welcoming you to our team.