Office Administration Coordinator – Shared Inbox

HRS Talent Solutions; San Antonio (TX); Remote; USD 42,000 - 48,000; Full time

Job summary

HRS Talent Solutions is seeking an Office Administration Coordinator to manage a shared inbox and ensure smooth handoffs. You will identify needs, record details, and route requests to the correct colleagues, maintaining visibility of open items.

The role blends office administration with clear written communication and follows established routing procedures. Training is provided, and the position is remote-based with flexible hours.

Qualifications

• Basic computer confidence.
• Organized written communication.
• Ability to follow routing instructions.
• Experience with shared email, customer service, or office administration is a plus (not required).
• Beginners are welcome; training on task categories, tools, and escalation route provided.

Responsibilities

• Check the assigned inbox for new requests and replies to existing ones.
• Read enough context to avoid opening a second task for the same issue.
• Identify missing details that prevent the request from moving ahead.
• Assign or forward the item under routing instructions.
• Update the task record when information or ownership changes.
• Keep unresolved messages visible for the appropriate person.
• Close a task only when the record shows a finished result or approved handoff.

Job description

Office Administration Coordinator - Shared Inbox

Remote office support

An internal request is easy to miss when it lands in a shared inbox and no one knows who owns the next step. This position helps the team keep those requests visible. You will identify the topic, enter the relevant details in an online task record, and route the message to the appropriate colleague according to the employer's instructions.

Where the work begins

• Check the assigned inbox for new requests and replies to existing ones.
• Read enough context to avoid opening a second task for the same issue.
• Identify missing details that prevent the request from moving ahead.
• Assign or forward the item under the team's routing instructions.
• Update the task record when information or ownership changes.
• Keep unresolved messages visible for the appropriate person.
• Close a task only when the record shows a finished result or approved handoff.

Requests can be simple: a colleague needs a current form, a customer-facing team asks for a document, or a scheduling change needs to reach the person maintaining the calendar. You will not be expected to settle every request yourself. Your job is to understand what the sender needs and make sure the right person has a complete, useful handoff.

If the inbox contains an unclear message, ask a focused question through the approved channel or flag the issue for review. Keep the original wording available rather than replacing it with an assumption. A short, accurate note about why something is pending can save another colleague from repeating the same investigation.

For example, a reply may arrive after an item has already been routed. Read the new information before forwarding it again. Update the existing task so the person responsible can see that something changed. If the message belongs to a different request, keep the two issues separate instead of merging unrelated histories.

What a well-run queue looks like

Every open item should have a visible status and, when the process calls for it, a person or team responsible for the next action. You may compare the latest reply with an existing task, update a due date only when instructed, or move a completed message into the correct folder. A request that has merely been forwarded is not necessarily finished; check the team's process before marking it complete.

The role combines office administration with good written customer service habits. Even internal email benefits from direct questions, polite replies, and a clear explanation of what happens next. You should be able to distinguish an informational note from an action request and notice when a message relates to private material that needs careful handling.

What you need at the start

Basic computer confidence, organized written communication, and the ability to follow routing instructions are more useful here than a particular job title. Experience with shared email, customer service, or office administration is a plus, not a requirement. Beginners are welcome. The employer can train you on its task categories, tools, and escalation route. If you have kept a group project, school activity, or volunteer inbox organized, that experience may also be relevant.

This is remote computer-based work and may be part-time or full-time. A private home office or comparable suitable workspace can help you handle internal requests carefully. Hourly pay: $30.50 - $34.50. The actual hours and employer procedures will be confirmed for the opening.