Remote Office Coordinator: Meetings, Calendars & Tracking

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

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.