[Hiring] Office Coordination Associate @Talentoma

Role Description

Accurate calendars, clear meeting arrangements, and complete task updates are the standards for good office coordination in this role. The Office Coordination Associate helps organize everyday administrative requests so colleagues can find information and keep shared work moving. The position sits within the administrative support team and works under an office administration team lead. It works with department assistants, meeting organizers, and internal requesters to confirm details and resolve scheduling gaps. This is a fully remote position offering work from home in Arizona, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

• Review incoming requests in a shared email queue, identify the requested administrative support, and confirm the requester, deadline, and intended outcome before starting work.
• Check meeting requests for participant availability, purpose, duration, and missing details, then prepare calendar invitations using a productivity suite such as Microsoft 365.
• Coordinate virtual meeting arrangements through a video conferencing platform such as Zoom, checking links, participant instructions, and organizer preferences before sharing invitations.
• Prepare meeting agendas from organizer input, arrange supporting materials, and confirm that participants can locate the information needed for the discussion.
• Record request status, assigned owners, due dates, and next actions using a spreadsheets and data entry tool such as Airtable, following established naming conventions.
• Monitor open requests and send follow-up messages when information, approvals, or responses are missing, keeping requesters informed about delays and revised expectations.
• Identify overlapping invitations, unclear priorities, or requests outside established procedures and escalate them to the office administration team lead for direction.
• Update shared administrative instructions after approved changes, checking that links, contact details, and recurring meeting information remain accurate and easy to locate.
• Close completed requests after confirming the agreed outcome, summarizing actions taken, and handing off any remaining tasks to the appropriate internal contact.
• Maintain quality through accurate calendar entries, timely turnaround, complete task notes, and consistent follow-up, using feedback from the team lead to correct recurring errors.

Qualifications

• High school diploma or equivalent.
• No experience required; related experience supporting office coordination, virtual meetings, or administrative tasks is preferred.
• Familiarity with administrative procedures, shared calendars, meeting invitations, and task tracking, including checking details before distributing information.
• Basic ability to navigate the named productivity, video conferencing, and tracking systems, with willingness to learn established workflows during training.
• Clear written and verbal communication for confirming requests, asking focused questions, and providing concise progress updates to colleagues.
• Ability to organize competing requests, recognize missing information, and seek guidance when priorities or instructions are unclear.
• A reliable computer, high-speed internet, and quiet private workspace suitable for handling internal administrative information and participating in virtual meetings.
• Availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Benefits

• Fully remote work supporting everyday administrative coordination from home.
• Structured onboarding and training on the named systems, including practice with shared calendars, meeting setup, and request tracking.
• Regular check-ins with the team lead to review priorities, answer questions, and discuss work quality.
• Opportunities to build office coordination, agenda preparation, administrative communication, and task tracking skills through practical daily assignments.
• Health coverage, paid leave, a 401(k), maternity leave, and bonus opportunities.