Back Office Specialist

Talentoma; New Jersey; Remote; USD 42,000 - 63,000; Full time

Benefits offered by this job

Health coverage

Paid leave

401(k)

Maternity leave

Bonus opportunities

Job summary

Talentoma is hiring for a fully remote back-office operations specialist in the United States (New Jersey alignment stated). You will start shifts with the operations team, perform service order entry and customer detail updates, and ensure accurate processing to keep other teams moving forward.

The role requires a 40-hour weekly commitment with variable shifts and working days. You'll work with customer service colleagues and request owners to resolve missing information, enter updates in

Qualifications

• High school diploma or equivalent required.
• 1-2 years of back office/operations support preferred.
• Familiarity with service order processing and customer detail verification.
• Ability to compare information across entries and maintain transaction histories.
• Clear written communication for clarification requests and notes.

Responsibilities

• Review incoming service orders and internal requests, identify action and priority.
• Check customer details against existing entries and approved instructions for duplicates or conflicts.
• Enter approved orders and changes in Salesforce, preserving references and notes.
• Organize assigned requests in Trello, show status and owners to the team.
• Request additional information from colleagues when incomplete and hold updates until clarified.
• Complete routine transactions within permissions and verify against original request before closing.
• Follow up on clarifications and approvals and update notes for team transparency.
• Escalate conflicting instructions to the team lead with summary of checks performed.
• Review completed work for accuracy and provide feedback for process improvements.
• Close resolved requests with a summary and hand over unfinished items with clear ownership.

Skills

Detail verification

Data entry accuracy

Written communication

Organization

Education

High school diploma or equivalent

Tools

Salesforce

Trello

Job description

Monthly Pay: $3,786 - $5,672 USD per month

Summary

Each shift begins with the back office queue: service orders, customer detail updates, and internal requests waiting for review. This specialist sits within the operations team under an operations team lead, keeping routine administrative transactions accurate so other teams can move work forward. Working with customer service colleagues and request owners, the role checks entries, resolves missing information, and closes completed tasks with clear notes. The position is fully remote, offering work from home in New Jersey, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities

• Review incoming service orders and internal requests from shared queues and emails, identifying the requested action, priority, owner, and any missing information before beginning updates.
• Compare customer details, service selections, and requested changes against existing entries and approved instructions, checking for duplicates or conflicting information that could cause avoidable rework.
• Enter approved service orders and customer detail changes in a CRM such as Salesforce, preserving accurate references and recording what changed and why.
• Organize assigned requests in a Project management tool such as Trello, keeping task status, responsible contacts, and next steps visible to the operations team.
• Contact customer service colleagues or request owners when information is incomplete, asking specific questions and holding affected updates until the necessary clarification arrives.
• Complete routine administrative transactions within assigned permissions, checking saved entries against the original request before marking the processing step finished.
• Follow up on outstanding clarifications and pending approvals at agreed intervals, updating task notes so colleagues can understand the current status without repeating checks.
• Escalate conflicting instructions, unusual service order changes, or requests outside assigned permissions to the operations team lead, summarizing the issue and checks already completed.
• Review completed work for accuracy, turnaround, complete notes, and timely follow-up; use feedback from quality checks to correct errors and reduce repeated mistakes.
• Close resolved requests with a concise completion summary, notify the requesting colleague, and hand over unfinished items with clear ownership before ending the shift.

Qualifications

• High school diploma or equivalent.
• About 1-2 years of experience in back office, service order entry, or related operations support preferred.
• Familiarity with service order processing, customer detail verification, and the difference between routine updates and changes requiring approval.
• Ability to compare information across entries, recognize duplicate requests, and maintain accurate transaction histories without making unsupported assumptions.
• Comfort using customer databases and task boards, including the example systems named above, to enter updates and track outstanding work.
• Clear written communication for clarification requests, completion notes, and concise explanations of issues requiring a team lead's decision.
• Ability to organize a changing queue, follow established instructions, and complete repetitive administrative work with consistent care.
• A 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 in a desk-based operations role, without a commute to an office.
• Structured onboarding and training on the example CRM and project management systems named above, plus routine processing steps.
• Regular check-ins with the team lead to discuss questions, priorities, and feedback on completed work.
• Opportunities to build service order processing, data verification, exception handling, and clear operational handover skills.
• Health coverage, paid leave, a 401(k), maternity leave, and bonus opportunities.