Office Coordination Associate

About the Role

The Office Coordination Associate supports orderly remote office workflows by helping internal teams keep shared requests, meeting needs, and routine administrative activities moving from start to finish. This role sits within the administrative operations team and works under an office coordination team lead while partnering with team members, managers, vendors, and other internal contacts. The position is fully remote and work from home in Indiana, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Key Responsibilities

• Receive office coordination requests through a shared email queue, internal messages, and assigned tasks, then acknowledge receipt and identify the requested outcome.
• Review each request for complete details, priority, ownership, deadlines, and needed approvals before beginning coordination activities.
• Enter request details, status updates, contacts, and next steps in a project management platform such as monday.com.
• Coordinate virtual meeting logistics, invitations, attendee responses, and schedule changes using a scheduling and calendar tool such as Microsoft Outlook.
• Maintain shared trackers, routine logs, task lists, and status summaries using spreadsheets and data entry such as Google Sheets.
• Prepare clear internal updates, meeting materials, checklists, and follow-up messages using approved templates and established procedures.
• Communicate with internal contacts and approved vendors to confirm request details, provide progress updates, and obtain missing information.
• Follow up on open items before deadlines and escalate unclear priorities, delayed responses, or approval needs to the office coordination team lead.
• Review completed requests for accuracy, required details, current status, and clear closing notes before marking work complete.
• Meet quality expectations through accurate coordination, timely turnaround, complete notes, organized trackers, and consistent follow-up.

Requirements & Tech Stack

• High school diploma or equivalent.
• Familiarity with administrative workflows, shared task tracking, meeting support, and professional internal correspondence.
• Ability to organize incoming requests, distinguish urgent items, and maintain clear status information across multiple assignments.
• Ability to use a project management platform such as monday.com to update tasks, owners, deadlines, and progress.
• Ability to use a scheduling and calendar tool such as Microsoft Outlook and spreadsheets and data entry such as Google Sheets.
• Strong written and verbal communication for confirming details, sharing updates, and asking focused follow-up questions.
• Ability to follow established procedures, use templates carefully, and handle routine information with discretion.
• Reliable computer, high-speed internet, and a quiet private workspace.
• Authorization to work in the United States.

Perks & Benefits

• Fully remote work supporting desk-based administrative coordination.
• Structured onboarding and training on monday.com, Microsoft Outlook, Google Sheets, and internal coordination procedures.
• Regular check-ins with the office coordination team lead to discuss priorities, questions, and progress.
• Skill building in workflow automation, meeting preparation, task tracking, status communication, and process support.
• Health coverage, paid leave, a 401(k), maternity leave, and bonus opportunities.