Remote Office Coordination Specialist

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• Update office instructions in Notion; flag outdated guidance for the office manager.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

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.