Office Coordinator

Office Coordinator for EMBARK OKC Public Transit Administration 
Starting Salary $22.00 hourly

JOB SUMMARY
This position is located in the Business Services Division (BSD) of EMBARK and is based at EMBARK Headquarters, 2000 S. May Avenue. The Office Coordinator serves as the primary administrative support professional and first point of contact for employees, customers, visitors, and external stakeholders. Reporting to the Senior People & Service Manager, this position coordinates office operations, executive support functions, procurement activities, travel and meeting logistics, records management, and customer service activities that support efficient organizational operations and exceptional customer experiences.

JOB REQUIREMENTS

1. Administrative and Office Operations Support

   1. Perform administrative and advanced clerical duties to support daily business operations.

   2. Compile reports, maintain records, process payroll documentation, and prepare correspondence, presentations, and reports utilizing Microsoft 365 applications.

   3. Maintain accurate recordkeeping systems, filing systems, and document control processes.

   4. Manage incoming and outgoing mail and coordinate mail distribution between EMBARK locations.

   5. Operate standard office equipment including personal computers, scanners, copiers, calculators, and related office technology.

   6. Ensure all records and documentation are maintained with a high degree of accuracy, organization, and confidentiality. 

2. Customer Service and Employee Support

   1. Serve as the first point of contact for employees, visitors, customers, and outside agencies.

   2. Answer incoming calls, respond to inquiries, and direct requests to appropriate personnel.

   3. Greet visitors and ensure compliance with facility security procedures.

   4. Provide professional, courteous, and empathetic service while representing EMBARK's values and mission.

   5. Assist employees with routine administrative questions and support needs.

   6. Maintain positive working relationships with internal and external stakeholders. 

3. Executive and Leadership Support

   1. Provide executive administrative support to EMBARK Executive Leadership Team (ELT).

   2. Manage complex calendars, schedule meetings, and coordinate executive appointments.

   3. Arrange travel, accommodations, itineraries, and related logistics for executives and board members.

   4. Prepare and process expense reports and reimbursement documentation.

   5. Maintain confidential executive files and sensitive organizational information.

   6. Serve as a liaison between executive leadership, employees, board members, customers, and external partners. 

4. Meeting, Training, and Event Coordination

   1. Coordinate room reservations and scheduling for meetings, training sessions, special events, and emergency response activities.

   2. Manage travel arrangements and logistics for organizational training and business activities.

   3. Ensure meeting facilities, materials, and resources are available and prepared in advance.

   4. Support organizational events and provide administrative coordination as assigned. 

5. Procurement and Financial Support

   1. Assist departments and executive leadership with procurement and purchasing activities.

   2. Order and maintain office supplies, equipment and furniture for EMBARK locations as requested.

   3. Reconcile purchasing card transactions and maintain supporting documentation.

   4. Support compliance with procurement procedures and financial controls.

   5. Ensure purchasing records are complete, accurate, and submitted within required timeframes. 

6. Records Management and Compliance

   1. Scan, file, organize, and maintain business records in accordance with established retention requirements.

   2. Protect confidential information and maintain compliance with organizational policies and procedures.

   3. Interpret and apply policies, procedures, and administrative guidelines appropriately.

   4. Provide guidance and training to clerical staff as assigned.

   5. Demonstrate sound judgment, initiative, and professionalism while working independently and managing competing priorities. 

KEY PERFORMANCE INDICATORS (KPIs)

• Administrative document accuracy ≥ 98%

• Administrative task completed on time  ≥ 95% 

• Document Processing Time ≤ 2 business days 

• Procurement and purchasing documentation accuracy ≥ 100% 

• Filing and records management accuracy ≥ 98%

• Less than 2 non-scheduled absences per quarter

MINIMUM QUALIFICATIONS

• High school diploma or equivalent with 3 to 5 years’ experience in human resources administration or support  with a preference for candidates who hold an associate’s degree in business administration, public administration or a related  field preferred. 
• Skill in clear, concise verbal and written communications; calm decision making under stress; tact and diplomacy with employees and the public. 
• Proficiency in Microsoft Office. Advanced proficiency in Microsoft 365 applications, including Outlook, Word, Excel, Teams, SharePoint, and Lists preferred. 
• License: Valid Oklahoma Driver’s License. 

WORKING CONDITIONS

• Work is primarily performed in a professional office environment. 

• Frequent interaction with employees, customers, visitors, and external stakeholders. 

• Requires the ability to manage multiple priorities and interruptions throughout the workday. 

• Occasional travel between EMBARK locations may be required. 

• Additional hours may be necessary to support meetings, executive travel, special events, emergency operations, or organizational priorities. 

• Exposure to standard office equipment and technology

PHYSICAL REQUIREMENTS

• Ability to sit, stand, walk, bend, stoop, and reach for extended periods.

• Ability to communicate effectively in person, by telephone, and through electronic communication. 

• Ability to operate computers, office equipment, and related technology. 

• Ability to lift and carry office materials and supplies consistent with position requirements up to 10 pounds. 

• Ability to travel between EMBARK facilities as needed.

• Vision sufficient to read and draft written and computer-generated communications.

• Ability to hear and speak clearly and distinctly in English on the telephone, radio and in person.

• Manual and finger dexterity to operate office equipment.

PRE‑EMPLOYMENT REQUIREMENTS

• Non-DOT Physical & Drug Screen: The successful applicant must pass a physical examination, which includes a drug screen.
• Background Check: EMBARK will conduct a background investigation/verification. Applicants will be provided contact information for any third‑party reporting agencies used to collect background information as part of a conditional offer of employment.
• Substance Abuse Policy: Applicants will receive a copy of EMBARK’s Substance Abuse Policy upon conditional offer and acceptance, and before any health screen/physical examination and drug test.

DRIVING RECORD STANDARD

• Positions that require operating a COTPA vehicle may be disqualified by three (3) or more moving traffic violation convictions (excluding parking tickets) within the last two (2) years.

APPLICATION GUIDELINES

• Provide at least three (3) years of employment history, including reasons for leaving each position.
• Applicants with more than 2 (two) employers in the past three (3) years may not be considered for this position.
• Explain all gaps in employment history.
• Provide contact information for current and previous employers.

EQUAL EMPLOYMENT OPPORTUNITY & ACCOMMODATIONS

• EMBARK is an equal opportunity employer and values diversity and inclusion.
• EMBARK does not discriminate against any applicant or employee based on race, color, creed, national origin, ethnicity, religion, sex (including sexual orientation and gender identity/expression), age, genetic information, disability, or political affiliation.
• If you require reasonable accommodation during any part of the hiring process, contact the Human Resources Department at (405) 297‑1588.

VETERANS PREFERENCE

• A five‑point preference will be awarded in the initial scored selection process for honorably discharged U.S. military veterans.
• Qualified applicants must submit a copy of DD Form 214 indicating discharge type/character of service in person, by mail, or by fax at (405) 316‑3346.

FORMER EMPLOYEES

• To participate in the selection process, former employees must be eligible for rehire.
• If you are unsure of your rehire status, contact EMBARK Human Resources at (405) 297‑1558.
• If your rehire status is coded “Not Eligible,” “Eligible 3,” or “Conditional,” you must request a review of your rehire status.