Office Administration Associate

About the Role

• This is a fully remote, work from home position based in Florida, United States.
• Requires a 40-hour weekly commitment.
• Working days and shift times may vary.

Key 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 tool 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• Organize approved shared workspace content, retire outdated task items when directed, and help maintain easy access to current team resources.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.

Requirements & Tech Stack

• Ability to use a scheduling and calendar tool such as Doodle.
• Ability to use a workspace tool such as Notion.
• Ability to use a spreadsheets and data entry tool such as Airtable.
• Reliable computer, high-speed internet, and quiet private workspace required.

Qualifications

• High school diploma or equivalent.
• No experience required; related experience supporting office, team, or virtual administrative activities preferred.
• Familiarity with office administration practices, including request routing, shared calendars, meeting support, and internal follow-up preferred.
• 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.

Perks & 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, and bonus opportunities.