Remote Administrative Coordinator

Invicta Software; United States; Remote; USD 50,000 - 70,000; Full time

Benefits offered by this job

Fully remote position

Flexible working hours

Professional development resources

Inclusive and collaborative culture

Job summary

Invicta Software is seeking a proactive Remote Administrative Coordinator to support the smooth operation of our company from a fully remote setting. You will manage calendars, coordinate communications across departments, and ensure accurate documentation and records.

The ideal candidate has strong organizational and communication skills, comfort working across time zones, and experience with tools like MS Office, Google Workspace, Asana, or Trello.

Qualifications

• Proven experience in an administrative or coordination role.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency with productivity tools such as MS Office, Google Workspace, and PM software.

Responsibilities

• Manage calendars, appointments, and virtual meeting logistics for teams.
• Coordinate and track project deadlines, deliverables, and follow-ups.
• Prepare, organize, and maintain company documents and reports.
• Assist with onboarding new employees and HR-related administrative tasks.
• Serve as a liaison between departments to ensure timely information flow.
• Handle travel arrangements and expense reports as needed.
• Identify opportunities to improve administrative processes and implement solutions.
• Support ad hoc projects and special initiatives as assigned by management.

Skills

Administrative experience

Organizational skills

Communication skills

Multitasking

Education

High School Diploma

Associate or Bachelor preferred

Tools

Microsoft Office

Google Workspace

Asana

Trello

Job description

Job Title: Remote Administrative Coordinator

About the Role

Invicta Software is seeking a proactive and detail-oriented Remote Administrative Coordinator to join our dynamic team. This pivotal role supports the smooth operation of our company by managing administrative tasks, coordinating communication, and streamlining processes across departments. If you thrive in a fast-paced environment and enjoy organizing workflows remotely, this opportunity offers a chance to make a meaningful impact while working from anywhere.

Key Objectives

• Ensure efficient daily administrative operations in a fully remote setting.
• Serve as a central point of contact for internal teams and external partners.
• Coordinate schedules, meetings, and project timelines to support business goals.
• Maintain accurate records and documentation to facilitate smooth communication.

Responsibilities

• Manage calendars, appointments, and virtual meeting logistics for various teams.
• Coordinate and track project deadlines, deliverables, and follow-ups.
• Prepare, organize, and maintain company documents, reports, and correspondence.
• Assist with onboarding new employees and supporting HR-related administrative tasks.
• Serve as a liaison between departments to ensure clear communication and timely information flow.
• Handle travel arrangements, expense reports, and vendor communications as needed.
• Identify opportunities to improve administrative processes and implement solutions.
• Support ad hoc projects and special initiatives as assigned by management.

Requirements

• Proven experience in an administrative or coordination role, preferably in a remote environment.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency with productivity tools such as Microsoft Office Suite, Google Workspace, and project management software (e.g., Asana, Trello).
• Ability to manage multiple priorities and deadlines independently.
• Comfortable working across time zones and collaborating virtually.
• High level of discretion and professionalism when handling confidential information.

Qualifications

• High School Diploma required, Associate's or Bachelor's degree preferred, but relevant experience will be considered.
• Experience supporting technology or software development teams is a plus.
• Familiarity with basic accounting or invoicing processes is advantageous.

Benefits

• Fully remote position with flexible working hours.
• Competitive salary and performance-based incentives.
• Opportunity to grow within a forward-thinking and supportive company.
• Access to professional development resources and training.
• Inclusive and collaborative company culture that values diversity.