[Remote] Administrative Coordinator

Note: The job is a remote job and is open to candidates in USA. Talentoma is hiring a contract Administrative Coordinator to support orderly administrative workflows for internal teams. The role coordinates requests, calendars, meetings, vendor contacts, task tracking, and follow-up, and is fully remote in Oregon.

Responsibilities

• Receive administrative requests through shared email inboxes, project queues, virtual meetings, and internal messages, then confirm the requested outcome and priority
• Review request details for completeness, identify missing information, and contact the requester or appropriate internal contact for clarification
• Coordinate meeting invitations, agendas, attendee details, and follow-up actions using a Scheduling and calendar such as Microsoft Outlook
• Maintain request trackers, action lists, and status summaries using a Spreadsheets and data entry such as Google Sheets
• Create organized reference materials, routine correspondence, and meeting summaries that give participants clear next steps and ownership
• Coordinate routine vendor contacts, service requests, and internal handoffs while keeping managers informed of progress and outstanding needs
• Update task assignments, due dates, dependencies, and completion status in a Project management such as Asana
• Follow up on open requests at appropriate intervals and escalate delayed, unclear, or priority matters to the administrative team lead
• Confirm completed work with requesters, share final status updates, and retain clear notes within the relevant tracker or project workspace
• Meet quality expectations through accuracy, timely turnaround, complete notes, organized tracking, and consistent follow-up on assigned requests

Skills

• High school diploma or equivalent
• Familiarity with coordinating calendars, meeting details, action items, routine correspondence, and shared team priorities
• Ability to organize competing requests, identify missing details, and maintain reliable follow-through from intake through closure
• Clear written and verbal communication skills for working respectfully with managers, vendors, and distributed colleagues
• Authorization to work in the United States
• About 1-2 years of administrative coordination or related experience preferred
• Experience using a Scheduling and calendar such as Microsoft Outlook for invitations, updates, and participant communications preferred
• Experience using a Spreadsheets and data entry such as Google Sheets to maintain organized trackers and status information preferred
• Familiarity with a Project management such as Asana for task visibility, updates, and coordination preferred

Benefits

• Fully remote work supporting administrative coordination from a dedicated work from home setting.
• Structured onboarding and training on the named systems, request workflows, communication practices, and team expectations.
• Regular check-ins with the administrative team lead to review priorities, progress, and coordination questions.
• Opportunities to build skills in calendar coordination, status tracking, meeting support, vendor communication, and task follow-through.
• Health coverage
• Paid leave
• A 401(k)
• Maternity leave
• Stipends

Company Overview