Top 32 Senior administrative coordinator Jobs in Oklahoma City Ok

Administrative Operations Coordinator – Aviation & Shareholder Services
Midland Financial Co. —Bethany, OK
- Holidays
- Research
- Mid-level
- Office
Human Resources Coordinator
Ocean Dental —Edmond, OK
- Full-time
- Microsoft Outlook
- Office
- Organizational skills
Executive Affairs Coordinator
Oklahoma State Regents For Higher Education —Oklahoma City, OK
- $83,385 a year
- Full-time
- Microsoft Excel
- Microsoft Outlook
- 5 years
- Travel reimbursement
Zoning Coordinator
CBRE —Oklahoma City, OK
- Full-time
- Microsoft Outlook
- Basic math
- Research
14d
Sr. Transaction Coordinator - Remote or Hybrid
Cushman & Wakefield —Oklahoma City, OK
- $55,250 - $65,000 a year
- Full-time
- Remote
- Mid-level
- 2 years
- Health savings account
- Disability insurance
Quick Apply
Sr. Education Program Coordinator
University of Oklahoma —Oklahoma City, OK
- $45,600 - $60,400 a year
- Monday to Friday
- Background check
- 1 year
- Senior level
Senior Education Program Coordinator
University of Oklahoma —Oklahoma City, OK
- Monday to Friday
- Background check
- Mid-level
- 1 year
Senior Program Coordinator
University of Oklahoma —Norman, OK
- $55,000 - $60,000 a year
- Monday to Friday
- Background check
- Microsoft Excel
- Microsoft Outlook
4d
Sr. Program Coordinator- Energy Programs
University of Oklahoma —Norman, OK
- Up to $60,400 a year
- Weekends as needed
- Background check
- Mid-level
- University
Sr. HR Generalist
OKANA Resort & Indoor Waterpark —Oklahoma City, OK
- $65,000 - $75,000 a year
- Full-time
- 8 years
- Bachelor's degree
- Mentoring
- Health insurance
- Paid time off
Quick Apply
11d
Grants & Project Coordinator
Oklahoma Medical Research Foundation —Oklahoma City, OK
- Full-time
- Mid-level
- Experience equivalent to degree accepted
- Communication skills
- Free parking
- Paid holidays
Sr Contract/Grant Coordinator
University of Oklahoma —Oklahoma City, OK
- Contract
- Background check
- Mid-level
- Office
Senior Student Program Coordinator
University of Oklahoma —Norman, OK
- Up to $50,300 a year
- Monday to Friday
- Background check
- Mid-level
- University
Investment Banking Coordinator
BOK Financial —Oklahoma City, OK
- Writing skills
- Mid-level
- Office
Business Director
Sagora Senior Living —Edmond, OK
- Full-time
- Microsoft Excel
- Microsoft Outlook
- Mid-level
- Health savings account
- Paid holidays
Quick Apply
Program Coordinator
REGIONAL FOOD BANK OF OKLAHOMA —Oklahoma City, OK
- $20 an hour
- Overtime
- Background check
- Inventory management
- Pass drug screening
10d
Telephonic Quality Outreach Professional
Humana —Oklahoma City, OK
- $48,300 - $65,300 a year
- Full-time
- Hybrid work
- Spanish
- Microsoft Excel
- Mid-level
- Paid parental leave
- Paid holidays
Family Engagement Project Specialist, Seasonal
Sunbeam Family Services, Inc. —Oklahoma City, OK
- Seasonal
- Background check
- Spanish
- Computer literacy
Project Coordinator
University of Oklahoma —Norman, OK
- $21 an hour
- Monday to Friday
- Background check
- Mid-level
- University
Care Coordinator - Part-Time
EmpowerMe Wellness —Norman, OK
- $17 - $22 an hour
- Part-time
- Microsoft Outlook
- Customer service
- Computer literacy

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Administrative Operations Coordinator – Aviation & Shareholder Services

Midland Financial Co.
Bethany, OK

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Job Details

Qualifications

Project team coordination
Project reporting
Sourcing
Office activity coordination
Fuel record maintenance
Expiration dates monitoring
Business travel arrangements
Rental car coordination
Catering experience
Operations coordination planning
Executive administrative support
Inbound logistics
Research
Mid-level
Pre-flight cabin setup
Fleet management
Flight tracking
Invoice payment processing
Transportation management
Expense reports
Bachelor's degree
Financial records management
Airport ground support
Financial record maintenance
Air transportation logistics
Invoice reconciliation
Shipping and receiving inventory management
Passenger assistance
Vendor communication
Organizational skills

Full Job Description

The Administrative Operations Coordinator – Aviation & Shareholder Services provides comprehensive administrative, operational, and project coordination support to the Aviation Department and Shareholder Office in a high-touch, availability-driven flight operation. This role has a high level of responsibility for advanced administrative support and coordination of workflows, timelines, logistics, and cross-functional communication. The position is critical to ensuring seamless aircraft readiness, accurate financial processing, responsive passenger support, and efficient execution of operational initiatives across routine and time-sensitive travel needs.

The role supports multiple aircraft, flight department staff, and Shareholder Office needs by coordinating logistics, maintaining systems and records, supporting cabin and provisioning requirements often outside regular business hours, and ensuring timely processing of aviation-related expenses. Workload fluctuates based on trip volume, operational tempo, and project priorities, and the role is essential to preventing delays, supporting shareholders and senior leadership, maintaining a high standard of service, and ensuring projects and operational initiatives are completed efficiently and accurately.

This position combines advanced administrative support with project coordination and execution responsibilities. It manages workflows, timelines, vendor coordination, documentation, reporting, and communication across internal stakeholders, pilots, vendors, handlers, and Shareholder Office contacts to keep aviation operations and related initiatives aligned and on schedule.

Key Responsibilities

Aircraft Operations Support

Ability to be available to assist 24/7/365 days with time sensitive tasks related to aircraft scheduling, dispatch coordination, and provisioning, including customs logistics and flight support services at departure and destination airports.
Respond to last‑minute trip changes and urgent operational needs, frequently outside standard business hours and across multiple time zones.
Coordinate fuel releases, handlers, parking, and ground support services.

Passenger Services and Logistics

Arrange and manage ground transportation, including car services and rental vehicles for shareholders, often on short notice 24/7/365 days.
Coordinate catering for passengers and crew, including sourcing, ordering, and—when in Oklahoma City—physical pickup and delivery.
Maintain and proactively update passenger preference profiles.

Aircraft Preparation and Cabin Support

Provide hands‑on support as needed, including assisting with aircraft movement in and out of the hangar, pre‑ and post‑flight cabin preparation, restocking, reprovisioning galleys, and maintaining cabin amenities.
Coordinate laundering or dry cleaning of soft goods and ensure cabins are fully prepared for upcoming trips.

Financial and Administrative Responsibilities

Prepare and submit all aviation‑related accounts payable, including fuel, FBO and handling fees, maintenance vendors, training providers, and other operational expenses.
Reviewing flight logs after each flight and maintaining all Passenger and flight details in BART
Process and manage co‑tenancy invoices related to shared hangar operations, ensuring accurate allocation, tracking, and reconciliation.
Monitor aviation credit card activity and coordinate monthly expense reporting for flight department staff daily during business weeks.
Prepare monthly aircraft usage reports and maintain updates in BART and other aviation tracking systems.

Inventory and Facility Support

Maintain inventory for each aircraft, including cabin supplies, catering items, and operational materials at minimum monthly. This requires STRONG ATTENTION to detail. Including checking expiration dates monthly and ensuring that any items expiring within the upcoming 30 days are proactively removed from the aircraft prior to going into service.
Support day‑to‑day hangar operations by managing inbound and outbound shipments, including time‑critical aircraft parts and equipment.
Oversee package tracking and ensure accurate receipt and distribution of deliveries within the hangar facility.

Additional Aviation Operational Support

Assist with unplanned maintenance logistics, passenger assistance, and rapidly evolving operational requirements.
Support increased flight activity and related responsibilities as business travel demands grow.
Perform other duties as assigned in support of the Aviation Department.

Shareholder Services Office Support

As time allows, provide administrative support to the Shareholder Services office, including assisting the COO and other managers as needed with scheduling, documentation, meeting coordination, reporting, and general office support needs.
Support cross-functional coordination between the Aviation Department, Shareholder Services office, vendors, advisors, and internal team members to help ensure timely communication and completion of administrative priorities.
Assist with special projects, research, process documentation, project tracking, and other operational initiatives as time allows and business priorities require.

Qualifications

Experience and Skills

Bachelor's degree strongly preferred
One to three years of experience in administrative, aviation support, executive assistant, or similar operational role.
Strong organizational skills with the ability to manage multiple priorities in a fast‑paced, reactive environment.
High level of attention to detail, particularly in financial processing, recordkeeping, and logistics coordination.
Strong technical proficiency, including comfort working with aviation management systems, reporting tools, and standard business software.

Availability and Work Style

Willingness and ability to respond to after‑hours calls, weekend needs, holidays, and time‑sensitive operational requests.
Flexible, service‑oriented mindset with a proactive approach to anticipating needs and resolving issues.
Ability to maintain confidentiality and exercise sound judgment when supporting shareholders and senior leadership.

Personal Attributes

Professional, dependable, and calm under pressure.
Strong communication skills and ability to coordinate effectively with pilots, vendors, handlers, and internal stakeholders.
Comfortable performing both administrative and hands‑on operational tasks as required.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.

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Refine Your Search

senior administrative coordinator jobs in oklahoma city ok

Administrative Operations Coordinator – Aviation & Shareholder Services

Human Resources Coordinator

Executive Affairs Coordinator

Zoning Coordinator

Sr. Transaction Coordinator - Remote or Hybrid

Sr. Education Program Coordinator

Senior Education Program Coordinator

Senior Program Coordinator

Sr. Program Coordinator- Energy Programs

Sr. HR Generalist

Grants & Project Coordinator

Sr Contract/Grant Coordinator

Senior Student Program Coordinator

Investment Banking Coordinator

Business Director

Program Coordinator

Telephonic Quality Outreach Professional

Family Engagement Project Specialist, Seasonal

Project Coordinator

Care Coordinator - Part-Time

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