Administrative Coordinator

Talentoma; Oregon; Remote; USD 49.000 - 65.000; Vollzeit

Benefits dieser Stelle

Health coverage

Paid leave

401(k)

Maternity leave

Stipends

Zusammenfassung

Talentoma is seeking a remote Administrative Coordinator in the United States (Oregon focus) to review, organize, and communicate meeting requests. You will track calendars, manage shared priorities, and provide clear updates from intake to closure.

The role sits in the administrative operations group and works with managers, vendors, and distributed colleagues. The position is fully remote with a 40-hour weekly commitment and varying work days.

Qualifikationen

• High school diploma or equivalent.
• 1–2 years of administrative coordination or related experience preferred.
• Familiarity with coordinating calendars, meeting details, action items, and shared team priorities.
• Experience using Outlook for invitations, updates, and participant communications preferred.
• Experience using Google Sheets to maintain trackers and status information preferred.
• Familiarity with Asana for task visibility, updates, and coordination preferred.

Aufgaben

• Receive administrative requests through shared inboxes, project queues, virtual meetings, and internal messages; confirm outcomes and priority.
• Review request details for completeness; identify missing information and request clarification.
• Coordinate meeting invitations, agendas, attendee details, and follow-up actions using a scheduling tool.
• Maintain trackers, action lists, and status summaries in spreadsheets.
• Create organized reference materials, routine correspondence, and meeting summaries with clear next steps.
• Coordinate routine vendor contacts, service requests, and internal handoffs; keep managers informed of progress.
• Update task assignments, due dates, dependencies, and completion status in a project management tool.
• Follow up on open requests and escalate delayed or priority matters to the administrative team lead.
• Confirm completed work with requesters and retain clear notes in trackers or project workspaces.
• Meet quality expectations through accuracy, timely turnaround, and consistent follow-up.

Kenntnisse

Outlook scheduling

Google Sheets

Asana

Communication

Remote work

Ausbildung

High school diploma

Tools

Microsoft Outlook

Google Sheets

Asana

Jobbeschreibung

Monthly Pay: $4,357 - $5,848 USD per month

Summary

A meeting request arrives, gets reviewed, organized, communicated to the right participants, tracked, and closed with clear updates. This contract Administrative Coordinator supports orderly administrative workflows that help internal teams keep requests, calendars, and shared priorities moving forward. The role sits within an administrative operations group, works under an administrative team lead, and collaborates with managers, project contacts, vendors, and other remote colleagues. This position is fully remote and work from home in Oregon, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary. Success depends on thoughtful coordination, dependable follow-through, and clear status updates from the first request through final confirmation.

Job Responsibilities

• Receive administrative requests through shared email inboxes, project queues, virtual meetings, and internal messages, then confirm the requested outcome and priority.
• Review request details for completeness, identify missing information, and contact the requester or appropriate internal contact for clarification.
• Coordinate meeting invitations, agendas, attendee details, and follow-up actions using a Scheduling and calendar such as Microsoft Outlook.
• Maintain request trackers, action lists, and status summaries using a Spreadsheets and data entry such as Google Sheets.
• Create organized reference materials, routine correspondence, and meeting summaries that give participants clear next steps and ownership.
• Coordinate routine vendor contacts, service requests, and internal handoffs while keeping managers informed of progress and outstanding needs.
• Update task assignments, due dates, dependencies, and completion status in a Project management such as Asana.
• Follow up on open requests at appropriate intervals and **escalate** delayed, unclear, or priority matters to the administrative team lead.
• Confirm completed work with requesters, share final status updates, and retain clear notes within the relevant tracker or project workspace.
• Meet quality expectations through accuracy, timely turnaround, complete notes, organized tracking, and consistent follow-up on assigned requests.

Qualifications

• High school diploma or equivalent.
• About 1-2 years of administrative coordination or related experience preferred.
• Familiarity with coordinating calendars, meeting details, action items, routine correspondence, and shared team priorities.
• Experience using a Scheduling and calendar such as Microsoft Outlook for invitations, updates, and participant communications preferred.
• Experience using a Spreadsheets and data entry such as Google Sheets to maintain organized trackers and status information preferred.
• Familiarity with a Project management such as Asana for task visibility, updates, and coordination preferred.
• Ability to organize competing requests, identify missing details, and maintain reliable follow-through from intake through closure.
• Clear written and verbal communication skills for working respectfully with managers, vendors, and distributed colleagues.
• Reliable computer, high-speed internet, and quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.
• Fully remote work supporting administrative coordination from a dedicated work from home setting.
• Structured onboarding and training on the named systems, request workflows, communication practices, and team expectations.
• Regular check-ins with the administrative team lead to review priorities, progress, and coordination questions.
• Opportunities to build skills in calendar coordination, status tracking, meeting support, vendor communication, and task follow-through.
• Health coverage, paid leave, a 401(k), maternity leave, and stipends.