Office Administration Specialist

Talentoma; Indianapolis (IN); Remote; USD 42,000 - 62,000; Full time

Benefits offered by this job

Fully remote work from home in Indiana

Structured onboarding and training on系

Regular check-ins with team lead

Opportunities to build skills in ops,

Health coverage, paid leave, a 401(k),

Job summary

Talentoma is seeking an Office Administration Specialist to support our remote team. The role coordinates shared schedules, task lists, and routine communications, ensuring accuracy and timely follow-through.

Based in Indiana, this 40-hour per week position offers fully remote work, collaboration with department coordinators, and opportunities to develop process mapping, reporting, and administrative workflow skills.

Qualifications

• Must have strong written and verbal communication.
• Experience supporting shared schedules and internal task coordination.
• Familiar with Asana, calendar and note-taking tools.
• Able to maintain procedures and update SOPs accurately.

Responsibilities

• Review incoming requests in shared inboxes and confirm action and due date.
• Check requests for missing details and dependencies.
• Organize tasks in Asana with ownership, priorities, and due dates.
• Maintain shared appointments using Google Calendar.
• Prepare meeting agendas and distribute joining information.
• Capture decisions and action items in OneNote.
• Update internal contact lists and SOPs.
• Follow up on outstanding actions and escalate when needed.
• Prepare concise status reports and process maps.
• Close completed requests with accurate notes and follow-up.

Skills

Clear communication

Task coordination

Meeting preparation

Note-taking

Process documentation

Discretion with information

Education

High school diploma or equivalent

Tools

Asana

Google Calendar

Microsoft OneNote

Job description

Job Title: Office Administration Specialist

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

Summary:

This role sits within an office administration team guided by an office administration team lead and works closely with department coordinators and internal colleagues. The Office Administration Specialist handles focused administrative tasks that keep shared schedules, task lists, and routine office communications accurate and organized. Clear updates and dependable follow-through help colleagues find information and complete their work without avoidable delays. This fully remote position allows you to work from home in Indiana, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Review incoming requests in shared email inboxes and task queues, identify the requested administrative action, and confirm the requester and needed completion date.
• Check requests for missing details, conflicting instructions, and scheduling dependencies before beginning work; ask colleagues for clarification when information is incomplete.
• Organize assigned tasks using a project management tool such as Asana, recording ownership, priorities, due dates, dependencies, and current progress for team visibility.
• Maintain shared appointments and internal meeting invitations using a scheduling and calendar tool such as Google Calendar, checking availability and updating changed arrangements.
• Prepare meeting agendas from colleague submissions, distribute joining information, and confirm that participants have the reference materials needed for planned discussions.
• Capture meeting decisions and action items using a note-taking application such as Microsoft OneNote, identifying responsible colleagues and expected follow-up dates.
• Update internal contact lists, office reference pages, and standard operating procedures, checking entries against approved source information before sharing revised versions.
• Follow up on outstanding actions with the assigned colleague; elevate unclear priorities, repeated delays, or conflicting requests to the office administration team lead.
• Prepare concise status reports and simple process maps showing completed work, open requests, recurring obstacles, and handoffs that need the team's attention.
• Close completed requests after confirming the requested action is finished; quality is judged by accuracy, turnaround, complete notes, and consistent follow-up.

Qualifications:

• High school diploma or equivalent.
• About 1-2 years of office administration or related remote administrative experience preferred, particularly supporting shared schedules and internal task coordination.
• Understanding of routine office operations, task ownership, meeting preparation, and the importance of clear administrative handoffs between colleagues.
• Familiarity with the named project management, scheduling, and note-taking systems, including maintaining task lists and finding current information.
• Ability to write clear internal messages, summarize decisions accurately, and ask practical questions when requests lack enough detail.
• Ability to maintain standard operating procedures, explain straightforward workflows, and prepare useful status updates without changing approved instructions independently.
• Careful handling of internal information, with sound judgment about sharing material only with the appropriate colleagues.
• 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.

Perks & Benefits:

• Fully remote work from home in Indiana, supporting colleagues through established online communication and administrative workflows.
• Structured onboarding and training on the named systems, routine request handling, and the team's administrative procedures.
• Regular check-ins with the team lead to review priorities, discuss questions, and receive practical feedback.
• Opportunities to build office operations, task management, process mapping, and status reporting skills through everyday assignments.
• Health coverage, paid leave, a 401(k), maternity leave, and stipends.