Remote Administrative & Timekeeping Coordinator

Staffing For Doctors; United States; Remote; USD 42,000 - 64,000; Full time

Job summary

Staffing For Doctors is seeking a detail-oriented Virtual Administrative & Timekeeping Coordinator to support a US-based shipping and logistics company. You will manage time cards, upload and organize documentation, and handle administrative follow-ups, working with Excel or Google Sheets to maintain accurate records.

Responsibilities include ensuring records are complete and delivered on time, following established procedures, and supporting payroll preparation.

Qualifications

• Administrative experience in support roles, data entry, or office administration.
• Strong attention to detail and organization.

Responsibilities

• Time Card Management: collect, review, and flag missing or incomplete entries; coordinate with employees and payroll.
• Documentation & File Management: upload documents, maintain folders, ensure completeness and accurate tracking.
• Administrative Support: send reminders, track deadlines, manage routine emails, assist with clerical tasks.

Skills

Time Card Management

Documentation Skills

Spreadsheet Proficiency

Attention to Detail

English Communication

Independent Worker

Tools

Microsoft Excel

Google Sheets

Job description

We are seeking a detail-oriented Virtual Administrative & Timekeeping Coordinator to support a US-based shipping and logistics company.

In this role, you will manage employee time cards, upload and organize documentation, and handle administrative follow-ups for management. You will work extensively with spreadsheets and online management systems, catch missing details, and ensure all administrative records are complete, organized, and delivered on time.

Work Schedule: Monday through Friday, 8:00 AM – 5:00 PM (Standard Business Hours).

RESPONSIBILITIES

• Time Card Management (Primary): Collect and review time cards for accuracy, flag missing or incomplete entries, follow up directly with employees, update tracking sheets, and prepare records for management review and payroll processing.
• Documentation & File Management (Primary): Upload documents to designated online systems, maintain consistent folder structures and file naming conventions, review documents for completeness, chase outstanding items, and maintain accurate tracking logs.
• Administrative Support & Follow-Up: Send reminders, maintain Excel or Google Sheets logs, prepare basic operational reports, handle routine email correspondence, track deadlines, and support general clerical and data entry tasks.

• Administrative Experience: Direct background in administrative support, data entry, or general office administration.
• Spreadsheet Proficiency: Strong hands-on skills in Microsoft Excel or Google Sheets.
• Document Management: Proven experience uploading, organizing, and systematically managing electronic files and folders.
• Attention to Detail: Exceptional accuracy, organization, and proactive follow-through skills.
• English Proficiency: Clear, professional written and verbal English communication.
• Work Ethic: Ability to work independently, follow established procedures, and handle repetitive tasks accurately and confidentially.

NICE TO HAVES

• Experience with timekeeping, timesheet reviews, or payroll support operations.
• Familiarity with online timekeeping platforms, shared cloud drives, and document management systems.
• Experience supporting remote or multi-employee operational teams.
• Prior experience in the shipping, logistics, or transportation industry (preferred, not required).