Office Coordination Specialist

Talentoma; Oregon; À distance; USD 49 000 - 65 000; Plein temps

Avantages offerts par ce poste

Health coverage

Paid leave

401(k)

Bonus opportunities

Stipends

Résumé du poste

Talentoma is hiring an Office Coordination Specialist for a fully remote role based in Oregon, United States. The position supports the administrative workflow, enabling colleagues to access information, schedule meetings, and complete tasks efficiently.

You will work within the administrative support team under an office manager, coordinating digital requests, maintaining clear ownership, and ensuring timely completion of actions. A 40-hour work week applies, with flexible shift times.

Qualifications

• Strong written and verbal communication.
• Attention to detail to avoid delays or rework.
• Experience coordinating meetings and schedules.

Responsabilités

• Review incoming administrative requests from shared queues and acknowledge next steps.
• Check request purpose, participants, timing and missing information before categorizing and recording status.
• Track ownership, target dates, dependencies and progress in a PM system (e.g., Smartsheet).
• Coordinate virtual meetings using Outlook, check availability and resolve conflicts.
• Prepare meeting logistics, share materials, confirm joining details, and communicate changes.
• Maintain notes in OneNote with organized, approved guidance for quick reference.
• Use Power Automate for reminders and ensure notifications reach owners.
• Follow up on missing responses and deadlines, escalate as needed to the office manager.
• Confirm completion with requester and close requests when done with clear handoffs.
• Support quality reviews, timely updates, and SOP improvements.

Connaissances

Communication

Detail orientation

Meeting coordination

Project tracking

Digital literacy

Formation

High School Diploma

Outils

Smartsheet

Microsoft Outlook

Microsoft OneNote

Microsoft Power Automate

Description du poste

Job Title: Office Coordination Specialist

Monthly Pay: $4,357 - $5,848 USD per month

Summary:

An office coordination request arrives, gets checked, assigned, tracked, and closed with clear confirmation. The Office Coordination Specialist keeps administrative requests moving so colleagues can find information, arrange meetings, and complete routine office tasks without avoidable delays. This position sits within the administrative support team and works under an office manager. It works with employees, department coordinators, meeting organizers, and internal service teams to resolve scheduling and administrative needs. This fully remote position offers work from home in Oregon, United States, with all duties handled digitally. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Review incoming administrative requests from shared email queues, identify the requested outcome, and acknowledge receipt with a clear explanation of next steps.
• Check each request for purpose, required participants, timing, and missing information before assigning a category and recording its current status.
• Track ownership, target dates, dependencies, and progress in a project management system such as Smartsheet, keeping shared request views current.
• Coordinate virtual meetings using a scheduling and calendar tool such as Microsoft Outlook, checking availability and resolving conflicting invitations with organizers.
• Prepare meeting logistics, distribute existing reference materials, confirm joining details, and communicate changes promptly to participants and the requesting colleague.
• Maintain practical administrative instructions in a note-taking application such as Microsoft OneNote, organizing approved guidance so colleagues can locate routine answers.
• Use a workflow automation platform such as Microsoft Power Automate for established reminder flows, checking that notifications reach the intended request owners.
• Follow up on missing responses and approaching deadlines, escalating unresolved scheduling conflicts or unclear priorities to the office manager for direction.
• Confirm completion with the requester, update outstanding actions, and close requests only when the outcome and any remaining handoffs are clearly recorded.
• Support quality reviews based on accurate updates, timely turnaround, complete notes, and dependable follow-up, and suggest improvements to standard operating procedures.

Qualifications:

• High school diploma or equivalent.
• About 1-2 years of office coordination, administrative support, or related experience preferred, particularly experience supporting colleagues through digital request channels.
• Understanding of office management routines, request prioritization, meeting logistics, and the importance of clear ownership when several departments share an administrative task.
• Familiarity with shared calendars, request trackers, digital notebooks, and established automated reminders; willingness to learn the example systems described above.
• Ability to check names, meeting details, dates, and task status carefully, identifying missing information before it causes delays or unnecessary rework.
• Clear written and verbal communication, including concise updates, courteous clarification questions, and practical explanations of administrative procedures for different audiences.
• Sound judgment when handling internal information, maintaining appropriate sharing boundaries, and referring unusual requests to the office manager rather than making assumptions.
• 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 digital office coordination and administrative support.
• Structured onboarding and training on the named systems and established request workflows.
• Regular check-ins with the office manager serving as team lead for feedback and prioritization.
• Build skills in office management, administrative tracking, meeting coordination, and procedure improvement.
• Health coverage, paid leave, a 401(k), bonus opportunities, and stipends.