Office Coordinator

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

Benefits offered by this job

Health coverage

Paid leave

401(k)

Maternity leave

Stipends

Job summary

Talentoma is seeking an Office Coordinator to support distributed teams from a fully remote Texas-based setup. You will manage coordination requests, calendars, and notes to ensure meetings run smoothly and deadlines are met.

The role emphasizes clear communication, thorough documenting, and proactive follow-up, with collaboration across internal contacts, approved vendors, and remote colleagues. A 40-hour week and structured onboarding are provided.

Qualifications

• High school diploma or equivalent.
• 1–2 years in office coordination or related admin experience preferred.
• Experience organizing virtual meetings and tracking action items.
• Familiar with ClickUp for task status, ownership, and deadlines.
• Familiar with Calendly for scheduling meetings.
• Able to maintain trackers in Airtable.
• Clear, courteous updates and scheduling communication.
• Authorized to work in the United States.
• Fully remote role supporting distributed colleagues.
• Structured onboarding and training on tools.
• Regular check-ins with the office operations manager.
• Benefits include health coverage, paid leave, 401(k), maternity leave, stipends.

Responsibilities

• Receive office coordination requests through a shared inbox, virtual meeting messages, and a project management tool such as ClickUp.
• Review requests for complete contact details, purpose, deadlines, attendees, and any needed follow-up information before assigning next steps.
• Organize meeting calendars and invitations using Calendly, while confirming availability with relevant colleagues.
• Prepare clear meeting outlines, attendee lists, and follow-up notes so participants understand objectives, owners, and upcoming actions.
• Log request status, task owners, due dates, and progress updates in ClickUp.
• Maintain shared trackers and verify entries in Airtable to support accurate team visibility.
• Coordinate routine requests with approved vendors and internal contacts, sharing instructions and status updates through established channels.
• Follow up on open tasks, missing details, overdue responses, and unresolved scheduling conflicts with the appropriate request owner.
• Escalate urgent conflicts, unclear priorities, or repeated request issues to the office operations manager with complete notes and relevant context.
• Meet quality standards through accuracy, timely turnaround, complete notes, reliable follow-up, and respectful communication with colleagues.

Skills

Office coordination

Project management

ClickUp

Calendly

Airtable

Communication

Remote collaboration

Time management

Education

High school diploma or equivalent

Tools

ClickUp

Calendly

Airtable

Job description

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

Summary

Accurate coordination, clear updates, and complete notes are the standards that guide this role. This Office Coordinator organizes routine administrative requests so colleagues can stay prepared for meetings, shared deadlines, and changing priorities. The coordinator works within the administrative operations team under an office operations manager and partners with department contacts, team leads, approved vendors, and remote colleagues. This position is fully remote, work from home, in Texas, United States, and supports orderly communication across distributed teams. The role requires a 40-hour weekly commitment. Working days and shift times may vary. By keeping calendars, request details, action items, and status updates organized, this role helps the team deliver dependable internal support.

Job Responsibilities

• Receive office coordination requests through a shared inbox, virtual meeting messages, and a project management tool such as ClickUp.
• Review requests for complete contact details, purpose, deadlines, attendees, and any needed follow-up information before assigning next steps.
• Organize meeting calendars and invitations using a scheduling and calendar tool such as Calendly, while confirming availability with relevant colleagues.
• Prepare clear meeting outlines, attendee lists, and follow-up notes so participants understand objectives, owners, and upcoming actions.
• Log request status, task owners, due dates, and progress updates in a project management tool such as ClickUp.
• Maintain shared trackers and verify entries in a spreadsheets and data entry tool such as Airtable to support accurate team visibility.
• Coordinate routine requests with approved vendors and internal contacts, sharing instructions and status updates through established communication channels.
• Follow up on open tasks, missing details, overdue responses, and unresolved scheduling conflicts with the appropriate request owner.
• Escalate urgent conflicts, unclear priorities, or repeated request issues to the office operations manager with complete notes and relevant context.
• Meet quality standards through accuracy, timely turnaround, complete notes, reliable follow-up, and respectful communication with colleagues.

Qualifications

• High school diploma or equivalent.
• About 1-2 years of office coordination, workplace services, or related administrative experience preferred.
• Familiarity with organizing virtual meetings, tracking action items, managing shared requests, and supporting distributed colleagues.
• Working knowledge of a project management tool such as ClickUp for task status, ownership, and deadline tracking.
• Working knowledge of a scheduling and calendar tool such as Calendly for arranging meetings and confirming attendance.
• Comfort using a spreadsheets and data entry tool such as Airtable to maintain organized trackers and review information for completeness.
• Ability to write clear, courteous updates and explain priorities, next steps, and scheduling changes to varied internal contacts.
• 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 supporting collaboration with distributed administrative operations colleagues.
• Structured onboarding and training on ClickUp, Calendly, Airtable, team workflows, and communication practices.
• Regular check-ins with the office operations manager to review priorities, progress, and questions.
• Opportunities to build meeting logistics, vendor relations, workflow tracking, and workplace services skills.
• Health coverage, paid leave, a 401(k), maternity leave, and stipends.