Office Administration Coordinator

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

Benefits offered by this job

Health coverage

Paid leave

401(k)

Maternity leave

Bonus opportunities

Job summary

Talentoma is hiring an Office Administration Coordinator. This fully remote role supports the administrative team from Utah and requires a 40-hour weekly commitment.

You will manage shared calendars, coordinate meetings, and keep administrative workflows moving using Microsoft Planner, Outlook, OneNote, and Google Sheets. The position emphasizes calendar management, communication, and precise data handling to ensure requests are completed on time.

Qualifications

• High school diploma or equivalent.
• 1–2 years in office admin/coordination or related support, preferably in a shared team environment.
• Familiarity with shared calendars, meeting prep, task ownership, and routine workflows.

Responsibilities

• Review incoming admin requests and confirm missing details.
• Sort requests by deadline; assign next steps in a PM system.
• Coordinate meeting times using Outlook and check attendee availability.
• Prepare meeting agendas and share materials before discussions.
• Capture decisions and owners in notes; set completion dates.
• Update trackers in Google Sheets and ensure data accuracy.
• Notify colleagues of changes; follow up on delays or priorities.
• Answer routine admin questions using approved guidance.

Skills

Calendar management

Communication

Attention to detail

Office administration

Team coordination

Task follow-through

Education

High school diploma

Tools

Microsoft Planner

Microsoft Outlook

Microsoft OneNote

Google Sheets

Job description

Job Title: Office Administration Coordinator

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

Summary:

This role organizes office administration requests, shared calendars, and routine team follow-ups so daily work stays on track. It sits within the administrative support team and works under an office manager. The coordinator works with department contacts, meeting organizers, and internal service teams to confirm details and keep requests moving. This is a fully remote, desk-based position for work from home in Utah, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities

• Review incoming administrative requests through a shared email inbox, identify the requested outcome, and confirm missing details with the person requesting support.
• Sort requests by deadline and urgency, assign clear next steps, and organize ownership in a project management system such as Microsoft Planner.
• Coordinate meeting times through a scheduling and calendar system such as Microsoft Outlook, checking attendee availability and resolving conflicts before sending invitations.
• Prepare meeting agendas from organizer input, confirm online meeting links, and share relevant reference materials with participants before scheduled discussions.
• Capture meeting decisions and action items in a note-taking application such as Microsoft OneNote, then confirm owners and expected completion dates.
• Update administrative trackers in a spreadsheets and data entry tool such as Google Sheets, checking names, dates, request status, and duplicate entries.
• Coordinate changes to shared calendars and request priorities, notify affected colleagues, and confirm that revised arrangements are understood by everyone involved.
• Follow up with task owners when updates are due, record responses, and alert the office manager to delays or competing priorities.
• Answer routine questions about administrative procedures using approved guidance, and refer unfamiliar requests to the office manager or appropriate internal service team.
• Close completed requests after confirming the outcome, maintain clear handover notes, and support quality checks based on accuracy, turnaround, complete notes, and follow-up.

Qualifications

• High school diploma or equivalent.
• About 1-2 years of office administration, administrative coordination, or related support experience preferred, particularly in a shared team environment.
• Understanding of shared calendars, meeting preparation, task ownership, and routine administrative workflows across departments.
• Familiarity with digital task boards, calendar invitations, shared spreadsheets, and organized meeting notes; experience using these tools collaboratively is helpful.
• Ability to check dates, attendee lists, and request details carefully before updating trackers or sending confirmations.
• Clear written and verbal communication for clarifying requests, explaining status, and asking focused questions when instructions are incomplete.
• Ability to organize competing deadlines, recognize when an issue needs attention, and provide useful updates without waiting for repeated reminders.
• 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 from home with desk-based responsibilities and daily coordination through shared digital systems.
• Structured onboarding and training on example systems such as Microsoft Planner, Microsoft Outlook, Microsoft OneNote, and Google Sheets, with guided practice on administrative workflows.
• Regular check-ins with the team lead to review priorities, answer questions, and discuss progress on current administrative work.
• Opportunities to build office coordination, meeting organization, spreadsheet accuracy, and dependable follow-through skills through practical work with department contacts.

• Health coverage, paid leave, a 401(k), maternity leave, and bonus opportunities.