Office Coordination Assistant

Talentoma; Washington; Remote; USD 52,000 - 69,000; Full time

Benefits offered by this job

Health coverage

Paid leave

Maternity leave

Bonus opportunities

Stipends

Job summary

Talentoma is seeking a fully remote Office Coordination Assistant in Washington state to support meeting scheduling, note-taking, and resource organization. You will work with an office coordination team under an office manager to help colleagues move routine requests forward.

The role emphasizes clear status updates, precise documentation, and reliable follow-through using Outlook, Smartsheet, Forms, OneDrive, Webex, Notion, and Planner.

Qualifications

• High school diploma or equivalent.
• No experience required; related experience preferred.
• Familiarity with meeting invitations, shared calendars, and folder structures.
• Willingness to learn systems through guided practice.
• Ability to write clear emails and communicate status effectively.
• Ability to verify details and escalate when needed.
• Reliable home workspace and authorization to work in the United States.

Responsibilities

• Review incoming emails and request queues, identify needs, and acknowledge with next steps.
• Check meeting requests for purpose, attendees, duration, and details; update Outlook invitations.
• Maintain request trackers in Smartsheet with owners, due dates, and statuses.
• Send routine forms via Microsoft Forms and verify submissions for routing.
• Organize shared files in OneDrive with consistent folder structures and access checks.
• Prepare virtual meeting links via Webex and distribute agendas.
• Update office instructions in Notion; flag outdated guidance for the office manager.
• Maintain follow-up lists in Planner and remind colleagues of due responses.
• Escalate conflicts and scheduling obstacles to the office manager and communicate next steps.
• Close completed requests with clear outcomes and thorough notes.

Skills

Clear written communication

Prioritization

Attention to detail

Remote work discipline

Education

High school diploma or equivalent

Tools

Outlook

Smartsheet

Forms

OneDrive

Webex

Notion

Planner

Job description

Job Title: Office Coordination Assistant

Monthly Pay: $4,681 - $6,193 USD per month

Summary:

Accurate updates, complete notes, and dependable follow-through define good work in this role. The Office Coordination Assistant provides administrative support that helps colleagues organize meetings, locate shared resources, and keep routine requests moving. The position sits within the office coordination team and works under an office manager. It works with department contacts, meeting organizers, and colleagues who need everyday administrative assistance. This is a fully remote, desk-based work from home position in Washington, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Review incoming emails and shared request queues, identify the assistance needed, and acknowledge requests with clear next steps and expected updates.
• Check meeting requests for purpose, attendees, duration, and missing details before updating invitations through a scheduling and calendar tool such as Microsoft Outlook.
• Maintain request trackers in a project management tool such as Smartsheet, recording request owners, due dates, current status, and outstanding questions.
• Send routine internal request forms through a forms application such as Microsoft Forms, checking submitted responses for completeness before routing them onward.
• Organize shared working files in a cloud storage platform such as Microsoft OneDrive, using consistent folder names and checking that intended colleagues can access them.
• Prepare virtual meeting links through a video conferencing platform such as Webex, distribute agendas supplied by organizers, and confirm meeting materials are available.
• Update approved office instructions in a knowledge platform such as Notion, flagging unclear or outdated guidance to the office manager before changes are shared.
• Maintain personal follow-up lists in a task planning platform such as Microsoft Planner, checking outstanding responses and reminding colleagues when agreed updates are due.
• Escalate conflicting priorities, unanswered requests, and scheduling obstacles to the office manager, then communicate the agreed next step to affected colleagues.
• Close completed requests with clear outcome notes; quality is judged through accuracy, turnaround, complete notes, and reliable follow-up rather than activity alone.

Qualifications:

• High school diploma or equivalent.
• No experience required; related experience in office coordination, administrative assistance, or supporting a shared request queue is preferred.
• Basic understanding of meeting invitations, shared calendars, folder structures, and the importance of keeping administrative information current.
• Familiarity with the example systems named above is preferred; willingness to learn their everyday functions through guided practice is essential.
• Ability to write clear emails, ask focused questions, and communicate request status respectfully to colleagues with different responsibilities.
• Ability to compare request details, notice missing information, and check entries before sharing updates or marking tasks complete.
• Ability to follow written instructions, handle internal information carefully, and recognize when a decision needs the office manager's guidance.
• 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 focused on desk-based administrative support from your home workspace.
• Structured onboarding and training on the named systems, with guided practice in request handling, calendar updates, shared resources, and meeting support.
• Regular check-ins with the team lead to review priorities, discuss questions, and receive practical feedback on completed work.
• Opportunities to build office coordination, written communication, task tracking, and virtual meeting support skills through everyday assignments.
• Benefits include health coverage, paid leave, maternity leave, bonus opportunities, and stipends.