Front Office Associate

About Us: Since 1981, Trust Company of Oklahoma has proudly served as Oklahoma’s oldest and largest independent trust company, delivering exceptional service rooted in integrity and deep local roots. With offices in Tulsa and Oklahoma City, we are uniquely positioned to serve clients across the state. Our independence ensures that every decision we make and every recommendation we provide is guided solely by our client's best interests. Combining decades of experience with a forward-thinking approach, we meet people where they are in life, offering top-tier, personalized solutions. Our services include investment management, financial planning, trust administration, and retirement plan services, all designed to create elevated experiences that help our clients achieve their goals with confidence and care.

Position Overview: The Front Office Associate is responsible for managing the daily client experience and front-office operations while serving as the primary point of contact for incoming calls and lobby visitors. This position combines high-touch hospitality with essential administrative support, including office inventory management, petty cash tracking, and event coordination. The ideal candidate is organized, personable, and detail-oriented, with a strong commitment to providing a welcoming and professional experience while keeping daily office operations running smoothly.

Key Responsibilities:

• Client & Guest Reception: Greet all clients and visitors upon arrival, offer refreshments, notify the appropriate team member of their arrival, and ensure guests are comfortable while waiting. Maintain a polished, high-touch experience from arrival through departure.
• Incoming Call Management: Answer incoming calls promptly using a professional and welcoming tone. Identify the caller’s needs, answer routine questions, transfer calls to the appropriate team member, and assist with resolving general inquiries when possible.
• Reception & Lobby Management: Maintain the main reception and lobby area throughout the day, ensuring the space remains clean, organized, appropriately stocked, and ready to receive clients and guests.
• Client Reservations & RSVPs: Manage invitations, reservations, and RSVP tracking for major company and client events, including Cannon, Spring Event, Holiday Event, and other events as assigned. Maintain accurate attendance lists and provide updates to event organizers.
• Event Coordination & Hospitality: Assist with event preparation and day-of logistics, including guest arrival, check-in, hospitality, refreshments, and other needs. Engage with attendees throughout events to ensure a professional and positive guest experience.
• Office Supply & Inventory Management: Monitor office, operational, and break-area supplies; maintain appropriate inventory levels; place orders before supplies are depleted; receive and organize deliveries; and ensure commonly used items remain readily available.
• Petty Cash Management: Maintain and track petty cash transactions, retain appropriate documentation, reconcile balances, and report discrepancies or issues as needed.
• Building & Maintenance Requests: Serve as the primary point of contact between TCO and Waterford for routine building needs. Submit and follow up on maintenance and repair requests and communicate relevant updates to employees or management.
• Front Office Problem Resolution: Independently address routine issues that arise at the front desk, including client questions, unexpected visitors, phone inquiries, meeting-room needs, deliveries, and general office requests. Escalate sensitive or non-routine matters to the appropriate team member or manager.
• Client Service Associate: Assist Client Service Associates with additional administrative duties during peak seasons including scanning, filing, phone calls and other client related duties as needed.
• Administrative & Team Support: Assist colleagues with administrative tasks and workload needs as requested, particularly when additional front-office or operational support is needed.
• Routine Operational Decisions: Independently manage day-to-day reception, hospitality, inventory, and office-support responsibilities. Seek management approval for significant purchases, event budgets, changes to established procedures, or matters outside normal day-to-day authority.
• Other duties as assigned.

Education and Experience:

• High School Diploma required.  Professional experience in a client-facing, customer service, hospitality, reception, or administrative environment preferred, with demonstrated ability to provide a polished and professional client experience.
• Previous experience utilizing Microsoft Office Suite and supporting general office and administrative functions is required.
• Skills: Strong professional presence and commitment to delivering a high level of client service; excellent organizational and time management skills; ability to independently manage front-office operations and competing priorities; strong attention to detail and sound judgment; dependable and proactive approach to daily responsibilities; ability to maintain discretion and professionalism when handling client and company information.
• Communication: Polished and professional verbal and interpersonal communication skills; warm and welcoming demeanor when interacting with clients, visitors, and callers; ability to communicate confidently and effectively with individuals at all levels; strong listening and problem-solving skills with the ability to appropriately handle or escalate client and operational needs.

Working Conditions:

• Work Environment: Office-based in Oklahoma City, Oklahoma.
• Hours: Full-time position with standard business hours. Some flexibility may be required during peak reporting periods.
• Client Interaction: Regular interaction with clients, visitors, employees, vendors, and building personnel throughout the workday.
• Technology: Frequent use of Microsoft Office Suite, Outlook, Trust Notes, the telephone system, and other standard office equipment.

Why Join TCO?

• Career Growth: Opportunities for professional development and career advancement within a growing company.
• Benefits: Competitive salary, health insurance, retirement plan, and other employee benefits.
• Culture: A collaborative and supportive work environment with a commitment to work-life balance.