Note: The job is a remote job and is open to candidates in USA. Talentoma is hiring an Office Administration Specialist to coordinate shared administrative requests, calendars, meeting materials, and routine office information for distributed teams. The role supports day-to-day operations by tracking requests, organizing shared materials, and following up with colleagues and other requesters.
Responsibilities
- Monitor a shared inbox, request queue, calls, and emails to receive administrative questions, task requests, and routine coordination updates
- Review each request for clear contacts, needed details, priority, and any relevant meeting or calendar information
- Enter request details, ownership, due dates, status notes, and progress updates in a project management tool such as ClickUp
- Coordinate meeting invitations, shared calendars, availability, and changes using a scheduling and calendar tool such as Doodle
- Prepare agendas, reference materials, attendance details, and follow-up summaries for virtual meetings based on team direction
- Maintain organized shared folders, confirm current versions, and locate requested materials through a file storage platform such as Dropbox
- Update trackers, lists, contact details, and routine administrative information using a spreadsheets and data entry tool such as Airtable
- Follow up with requesters when information is incomplete, dates change, materials are missing, or a response is needed to continue work
- Confirm completed requests with the appropriate requester, record final status, and keep related notes available for team reference
- Route urgent, unclear, or blocked requests to the office administration team lead with complete notes and relevant context
- Quality is judged by accurate updates, timely turnaround, complete notes, organized materials, and appropriate follow-up
Skills
- High school diploma or equivalent
- Working knowledge of shared inboxes, virtual calendars, meeting preparation, and routine administrative workflows
- Familiarity with a project management tool such as ClickUp, a scheduling and calendar tool such as Doodle, and a file storage platform such as Dropbox
- Ability to use a spreadsheets and data entry tool such as Airtable to update trackers, organize information, and verify entered details
- Clear written and verbal communication for responding to internal requesters, managers, and vendors
- Ability to prioritize incoming requests, maintain orderly materials, and follow established team procedures
- Authorization to work in the United States
- About 1-2 years of office support, coordination, or related experience preferred
Benefits
- Fully remote work from a home-based workspace in Maryland, United States.
- Structured onboarding and training on ClickUp, Doodle, Dropbox, and Airtable.
- Regular check-ins with the office administration team lead for direction and support.
- Opportunities to build skills in virtual coordination, meeting preparation, request tracking, and shared workspace organization.
- Health coverage
- Paid leave
- Maternity leave
- Bonus opportunities
- Stipends
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