Office Administration Associate

Talentoma; Florida; Remote; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health coverage

401(k)

Paid maternity leave

Bonus opportunities

Job summary

Talentoma is seeking an Office Administration Associate for a fully remote position based in Florida, USA. The role supports the office admin team with calendar management, task tracking, and routine requests, requiring a 40-hour week and strong communication.

You will handle internal requests, update records in Airtable and Notion, prepare meeting materials, and route inquiries to the appropriate contacts while maintaining smooth information flow for colleagues and managers.

Qualifications

• High school diploma or equivalent.
• No experience required; related experience supporting office, team, or virtual administrative activities preferred.
• Familiarity with scheduling and calendar management, Notion, Airtable, and related tools.

Responsibilities

• Manage internal requests via email, calls, and tickets with clear details.
• Maintain shared calendars and coordinate meeting times.
• Update task lists and trackers to show ownership and progress.
• Enter routine details into Airtable using existing naming conventions.
• Prepare meeting materials, agendas, reminders, and concise action summaries.
• Respond to routine questions with approved information.

Skills

Communication skills

Organization

Attention to detail

Time management

Education

High school diploma or equivalent

Tools

Notion

Airtable

Doodle

Job description

Job Title: Office Administration Associate

Monthly Pay: $3,721 - $5,558 USD per month

Summary

This role sits inside an office administration team guided by an office administration team lead. As an Office Administration Associate, you keep internal requests, shared calendars, meeting details, and routine office tasks moving through clear handoffs. You work with team members, managers, and approved external contacts to route questions, confirm details, and provide timely updates. This fully remote, work from home position is based in Florida, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary. Your organized support helps colleagues find current information, prepare for meetings, and complete routine requests without unnecessary delays.

Job Responsibilities

• Receive internal requests through a shared email queue, calls, and task tickets, then confirm the request purpose, owner, priority, and needed response.
• Review incoming details for completeness, identify missing information, and record clear request notes, status updates, and next actions in the appropriate workspace.
• Maintain shared meeting calendars using a scheduling and calendar such as Doodle, coordinating available times and sending accurate meeting details to participants.
• Update task lists and request trackers in a workspace tool such as Notion so team members can see ownership, due dates, and current progress.
• Enter routine request details into a spreadsheets and data entry tool such as Airtable, following established naming conventions and field instructions.
• Prepare meeting materials, agendas, reminders, and concise action summaries based on information supplied by team members and managers.
• Respond to routine office administration questions with approved information, and route requests outside standard procedures to the office administration team lead.
• Follow up with request owners or external contacts when details are missing, calendars change, or assigned actions remain unresolved.
• Escalate urgent conflicts, unclear ownership, repeated request issues, or sensitive concerns to the office administration team lead with complete notes.
• Organize approved shared workspace content, retire outdated task items when directed, and help maintain easy access to current team resources.
• Meet quality expectations through accurate updates, prompt turnaround, complete notes, respectful follow-up, and reliable closure of assigned requests.

Qualifications

• High school diploma or equivalent.
• No experience required; related experience supporting office, team, or virtual administrative activities preferred.
• Familiarity with office administration practices, including request routing, shared calendars, meeting support, and internal follow-up preferred.
• Ability to use a scheduling and calendar such as Doodle, a workspace tool such as Notion, and a spreadsheets and data entry tool such as Airtable.
• Ability to review instructions carefully, maintain accurate task details, and recognize when information needs clarification.
• Clear and professional written and verbal communication for interactions with team members, managers, and approved external contacts.
• Ability to organize multiple routine requests, maintain appropriate discretion, and follow established team procedures.
• Reliable computer, high-speed internet, and quiet private workspace required, 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 from home in Florida, United States.
• Structured onboarding and training on Doodle, Notion, Airtable, team procedures, and request workflows.
• Regular check-ins with the office administration team lead to review priorities, questions, and development.
• Builds skills in meeting management, internal communications, digital workspace management, and business process coordination.
• Health coverage, paid leave, a 401(k), maternity leave, and bonus opportunities.