Remote Administrative Coordinator

Vintti bridges the staffing gap for US businesses with a unique focus on time zone compatibility. We source top talent from Latin America, offering companies access to professionals who are available during standard US working hours. This alignment eliminates the need for off-hour communications and allows for integrated teamwork, as if all team members were in the same office.

A Remote Administrative Coordinator plays a vital role in ensuring the smooth and efficient operation of an organization by managing administrative tasks from a remote location. This role involves a wide range of responsibilities including scheduling meetings, handling correspondence, organizing files, and coordinating projects. Remote Administrative Coordinators utilize various digital tools to communicate effectively with team members and stakeholders, providing timely support and maintaining a high level of organization. This position requires strong multitasking abilities, attention to detail, and excellent communication skills.

- Proven experience as an Administrative Coordinator or in a similar administrative role.
- Excellent written and verbal communication skills.
- Strong organizational and time-management abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
- Familiarity with project management tools such as Asana, Trello, or similar.
- Ability to handle sensitive and confidential information with discretion.
- Strong attention to detail and accuracy.
- Ability to work independently and as part of a remote team.
- Ability to prioritize tasks and manage multiple projects simultaneously.
- Familiarity with virtual meeting platforms such as Zoom, Microsoft Teams, or Google Meet.
- Proficient in digital file management and record-keeping.
- Strong problem-solving and critical-thinking skills.
- Basic understanding of financial processes and documentation.
- Previous experience with event coordination and facilitation.
- Familiarity with social media platforms and content creation.
- Strong customer service skills and the ability to interact professionally with clients, vendors, and stakeholders.
- Flexibility and adaptability to changing priorities and tasks.
- High-speed internet connection and a reliable home office set-up.
- Bachelor’s degree in Business Administration, Communications, or a related field preferred.
- Availability during standard business hours with occasional flexibility for urgent tasks or meetings.

- Manage and respond to emails and other communications promptly.
- Schedule and coordinate virtual meetings, appointments, and travel arrangements.
- Prepare, compile, and organize documents, reports, and presentations.
- Maintain and update digital files, records, and databases.
- Handle sensitive and confidential information with discretion.
- Conduct research and gather information for projects and tasks.
- Assist with project management, tracking progress and deadlines.
- Generate and distribute meeting agendas, minutes, and action items.
- Provide administrative support to various departments and team members.
- Process invoices, expense reports, and financial documents.
- Coordinate and facilitate virtual team events, trainings, and workshops.
- Monitor and maintain office supplies and equipment, initiating orders as needed.
- Communicate and collaborate with clients, vendors, and stakeholders.
- Troubleshoot and resolve administrative issues and inquiries.
- Support onboarding process for new remote team members.
- Ensure compliance with company policies and procedures.
- Create and edit communications such as newsletters, announcements, and social media posts.

The ideal candidate for the Remote Administrative Coordinator role is a highly organized and detail-oriented professional with proven experience in a similar administrative capacity. They possess exemplary written and verbal communication skills, coupled with strong organizational and time-management abilities. Proficient in Microsoft Office Suite, Google Workspace, and familiar with project management tools such as Asana or Trello, this individual can prioritize tasks and manage multiple projects simultaneously while maintaining accuracy and attention to detail. They demonstrate discretion and integrity when handling sensitive information and excel in a remote team environment, utilizing virtual meeting platforms like Zoom or Microsoft Teams effectively. Their proactive and self-motivated nature allows them to anticipate needs and solve problems creatively. They are empathetic, patient, tech-savvy, and adaptable to changing situations. With strong customer service skills, they interact professionally with clients, vendors, and stakeholders. Additionally, they have a basic understanding of financial processes, experience in event coordination, and familiarity with social media content creation. Possessing a Bachelor’s degree in Business Administration, Communications, or a related field is preferred. The ideal candidate’s reliability, positive attitude, and professional demeanor set them apart, making them a perfect fit for this dynamic and multifaceted role.

- Manage and respond to emails and other communications promptly.
- Schedule and coordinate virtual meetings, appointments, and travel arrangements.
- Prepare, compile, and organize documents, reports, and presentations.
- Maintain and update digital files, records, and databases with accurate and current information.
- Handle sensitive and confidential information with discretion and integrity.
- Conduct research and gather information for various projects and tasks.
- Assist with project management, including tracking progress and deadlines.
- Generate and distribute meeting agendas, minutes, and follow-up action items.
- Provide administrative support to various departments and team members as required.
- Process invoices, expense reports, and other financial documents.
- Coordinate and facilitate virtual team events, trainings, and workshops.
- Monitor and maintain office supplies and equipment, initiating orders as needed.
- Communicate and collaborate with clients, vendors, and stakeholders.
- Troubleshoot and resolve administrative issues and inquiries.
- Support onboarding process for new remote team members.
- Ensure compliance with company policies and procedures.
- Create and edit communications, such as newsletters, announcements, and social media posts.

- Highly organized and detail-oriented
- Proactive and self-motivated
- Strong communicator and good listener
- Empathetic and patient
- Tech-savvy with the ability to quickly learn new tools
- Adaptable and flexible to changing situations
- Team player with a collaborative mindset
- Excellent problem-solving skills
- Reliable and dependable
- Discreet and trustworthy with sensitive information
- Strategic thinker with the ability to anticipate needs
- Persistent and determined
- Efficient and able to meet deadlines
- Positive attitude and professional demeanor
- Customer-focused with excellent interpersonal skills
- Creative and resourceful

- Competitive salary range of $50,000 - $60,000 annually
- Comprehensive health, dental, and vision insurance
- 401(k) retirement plan with company match
- Generous paid time off (PTO) policy, including holidays and vacation days
- Paid parental leave
- Flexible work hours and remote work environment
- Monthly internet and home office stipend
- Professional development and training opportunities
- Employee assistance program (EAP) for mental health and wellness support
- Performance-based bonuses and incentives
- Access to online learning platforms and courses
- Regular virtual team-building activities and events
- Opportunities for career advancement and internal promotions
- Reimbursement for relevant certification and educational expenses
- Wellbeing initiatives such as virtual fitness classes and wellness challenges
- Access to company-affiliated discounts and perks