Title: Office & Experience Coordinator

Reports to: Chief of Staff

Location: Tulsa OK (on-site)

Employment Type: Full-time hourly non-exempt

Compensation: $20-$24/hour based on experience and qualifications

Schedule: 8am- 5pm with occasional evenings and weekends

Benefits: Employer-paid medical dental and vision insurance paid time off and paid holidays

Black Tech Street is dedicated to rebuilding historic Greenwood as a premier innovation economy while positioning Tulsa as a global leader in artificial intelligence cybersecurity and emerging technologies. Through AI fluency training workforce development entrepreneurship and the Greenwood Cyber AI Lab Black Tech Street equips individuals businesses educators and organizations with the knowledge and tools to thrive in the AI economy.

Position Overview

Black Tech Street is seeking a highly organized technology-savvy and proactive Office & Experience Coordinator to serve as the first point of contact for visitors while supporting the daily operations of our headquarters and the Greenwood Cyber AI Lab.

The ideal candidate thrives in a fast-paced startup environment anticipates organizational needs embraces new technology and creates efficient systems that support internal operations and exceptional visitor experiences.

The Coordinator will oversee office operations manage calendars and meeting logistics coordinate travel and vendors support events and workshops maintain office inventory and help ensure a welcoming and professional environment for employees guests and partners.

Key Responsibilities

Front Desk & Visitor Experience

• Serve as the first point of contact for visitors partners vendors and community members.
• Greet guests answer and direct incoming calls and respond to general inquiries.
• Manage incoming and outgoing mail and packages.
• Maintain a clean organized and professional reception area.

Office Operations & Administrative Support

• Manage organization-wide calendars including meetings conference rooms workshops events and shared spaces.
• Coordinate travel lodging transportation itineraries catering reservations team retreats and off-site meetings.
• Maintain office inventory including office and kitchen supplies toiletries snacks beverages and other operational needs.
• Coordinate vendors deliveries maintenance requests and office services.
• Provide administrative support to the Chief of Staff and team including preparing meeting materials maintaining records tracking action items and coordinating meetings.
• Assist with expense tracking receipt collection purchasing documentation and vendor invoices.
• Maintain confidentiality while handling sensitive organizational personnel financial and partner information.

Greenwood Cyber AI Lab Support

• Support the daily operations and visitor experience of the Greenwood Cyber AI Lab.
• Ensure meeting rooms and collaborative spaces are prepared and supplies and technology are ready for use.

Events Technology & Continuous Improvement

• Assist with logistic coordination for workshops training meetings and community events including registration check-in room setup catering and breakdown.
• Use AI tools and technology platforms to improve administrative workflows and operational efficiency.
• Provide basic troubleshooting for meeting room technology and coordinate with IT when additional support is needed.
• Maintain accurate information in CRM and internal operational systems.

Qualifications

• Alignment with Black Tech Streets mission and collaborative culture.
• Associates degree required; bachelors degree in Business Administration Communications Hospitality Operations Management or a related field preferred.
• Two to five years of experience in office administration executive support hospitality customer service operations or office management.
• Experience working in a startup entrepreneurial innovation-focused or other fast-paced environment.
• Exceptional organizational time-management and prioritization skills with strong attention to detail.
• Strong written and verbal communication skills and a professional service-oriented presence.
• Demonstrated ability to anticipate needs exercise sound judgment solve problems independently and follow through on commitments.
• Ability to manage competing priorities while maintaining accuracy discretion and confidentiality.
• Ability to interact confidently with executives corporate partners vendors community members and visitors.
• Demonstrated ability to quickly learn and effectively use new software platforms AI tools and business technologies.

Technical Skills

• Advanced proficiency with Google Workspace including Gmail Calendar Docs Sheets Slides Drive and Meet.
• Advanced proficiency with Microsoft 365 including Outlook Excel Word PowerPoint and Teams.
• Experience with virtual meeting and document platforms such as Zoom Adobe Acrobat Canva DocuSign or Adobe Sign.
• Experience with project management platforms such as Asana ClickUp Trello or Notion.
• Experience with CRM systems such as HubSpot Salesforce Microsoft Dynamics Zoho CRM Airtable Monday CRM or Pipedrive.
• Familiarity with AI productivity tools such as ChatGPT Microsoft Copilot Google Gemini Claude or Perplexity.

Physical Requirements

• Frequently sit stand walk and move throughout the office.
• Occasionally lift and move materials weighing up to 25 pounds.
• Assist with meeting and event setup including moving tables chairs supplies and equipment.
• Work occasional evenings or weekends to support organizational events.

Equal Employment Opportunity

Black Tech Street is an equal opportunity employer. Employment decisions are based on qualifications merit and organizational needs.

Required Experience:

IC