[Remote] Office Administration Associate

Note: The job is a remote job and is open to candidates in USA. Talentoma is hiring an Office Administration Associate to support internal requests, shared calendars, meeting preparation, and routine office tasks. The role coordinates handoffs, updates trackers and shared resources, responds to routine questions, and escalates issues to the office administration team lead.

Responsibilities

• Receive internal requests through a shared email queue, calls, and task tickets, then confirm the request purpose, owner, priority, and needed response
• Review incoming details for completeness, identify missing information, and record clear request notes, status updates, and next actions in the appropriate workspace
• Maintain shared meeting calendars using a scheduling and calendar such as Doodle, coordinating available times and sending accurate meeting details to participants
• Update task lists and request trackers in a workspace tool such as Notion so team members can see ownership, due dates, and current progress
• Enter routine request details into a spreadsheets and data entry tool such as Airtable, following established naming conventions and field instructions
• Prepare meeting materials, agendas, reminders, and concise action summaries based on information supplied by team members and managers
• Respond to routine office administration questions with approved information, and route requests outside standard procedures to the office administration team lead
• Follow up with request owners or external contacts when details are missing, calendars change, or assigned actions remain unresolved
• Escalate urgent conflicts, unclear ownership, repeated request issues, or sensitive concerns to the office administration team lead with complete notes
• Organize approved shared workspace content, retire outdated task items when directed, and help maintain easy access to current team resources
• Meet quality expectations through accurate updates, prompt turnaround, complete notes, respectful follow-up, and reliable closure of assigned requests

Skills

• High school diploma or equivalent
• Ability to use a scheduling and calendar such as Doodle, a workspace tool such as Notion, and a spreadsheets and data entry tool such as Airtable
• Ability to review instructions carefully, maintain accurate task details, and recognize when information needs clarification
• Clear and professional written and verbal communication for interactions with team members, managers, and approved external contacts
• Ability to organize multiple routine requests, maintain appropriate discretion, and follow established team procedures
• Authorization to work in the United States
• Related experience supporting office, team, or virtual administrative activities
• Familiarity with office administration practices, including request routing, shared calendars, meeting support, and internal follow-up

Benefits

• Fully remote work from home in Florida, United States.
• Structured onboarding and training on Doodle, Notion, Airtable, team procedures, and request workflows.
• Regular check-ins with the office administration team lead to review priorities, questions, and development.
• Builds skills in meeting management, internal communications, digital workspace management, and business process coordination.
• Health coverage
• Paid leave
• A 401(k)
• Maternity leave
• Bonus opportunities

Company Overview