Administrative Assistant (United States)

Total Inspectware provides inspection and administrative support services designed to help clients maintain accurate records, organized documentation, and efficient day-to-day operations. The company works in a technology-driven environment where clear communication, dependable recordkeeping, and consistent follow-through are important to both internal operations and the client experience.

Team members collaborate remotely using email, shared documents, spreadsheets, scheduling tools, and other digital systems. Total Inspectware values individuals who are organized, dependable, willing to learn, and comfortable taking responsibility for assigned work.

Role Description

Total Inspectware is seeking a Part-Time Remote Administrative Assistant to provide day-to-day administrative and clerical support across the organization.

This position will assist with email and calendar management, document organization, data entry, record updates, scheduling, correspondence, and general office administration. The Administrative Assistant will also help coordinate information between clients and team members, maintain accurate digital records, and make sure routine administrative requests are followed through to completion.

The position is well suited for someone building their professional administrative experience who already has strong computer skills, communicates professionally, and can stay organized while working independently. Candidates with transferable experience from customer service, reception, office support, scheduling, data entry, education, retail administration, internships, or other computer-based work are encouraged to apply.

Key Responsibilities

Email and Inbox Support: Review and organize assigned email communications, route messages to the appropriate team member, flag time-sensitive requests, and assist with routine correspondence.

Calendar and Scheduling Coordination: Schedule appointments, meetings, and follow-up activities. Maintain accurate calendars, communicate scheduling changes, and help prevent conflicts or missed commitments.

Client Communication: Respond professionally to routine client inquiries by email or phone, document relevant information, and direct questions requiring additional assistance to the appropriate team member.

Document and File Organization: Create, organize, rename, and maintain digital documents and folders using established filing procedures. Make sure records are stored in the correct location and can be retrieved when needed.

Data Entry and Record Maintenance: Enter and update client information, administrative records, service details, dates, notes, and other approved information in spreadsheets or company systems.

Spreadsheet Updates: Maintain tracking sheets, contact lists, schedules, status reports, and other administrative spreadsheets while checking information for completeness and accuracy.

Administrative Follow-Up: Track routine requests, outstanding information, scheduled activities, and assigned follow-up items. Provide reminders or status updates when appropriate.

Meeting Preparation: Assist with meeting scheduling, preparation of documents, organization of discussion materials, and tracking of follow-up items after meetings.

Correspondence and Document Preparation: Prepare routine emails, letters, forms, reports, and other business documents using information provided by management or team members.

Record Review: Check administrative records for missing information, duplicate entries, incorrect dates, incomplete fields, and other inconsistencies. Request clarification when information cannot be verified.

General Administrative Support: Assist management and other team members with research, information gathering, document preparation, data cleanup, and other administrative assignments as business needs arise.

Confidentiality and Record Handling: Handle client, employee, company, and other non-public information responsibly and follow established procedures for storing and sharing documents.

Qualifications

• High school diploma or equivalent required

• Strong organizational skills and attention to detail

• Comfortable using email, spreadsheets, word-processing applications, shared documents, and video conferencing tools

• Ability to communicate professionally and clearly through email, messaging, and phone conversations

• Basic proficiency with Microsoft Office, Google Workspace, or comparable business applications

• Ability to enter and review information accurately, including names, dates, contact information, notes, and other administrative data

• Good written communication, grammar, and proofreading skills

• Ability to manage multiple assignments and prioritize work according to deadlines

• Dependable follow-through and willingness to ask questions when instructions or information are unclear

• Comfortable learning new software, administrative procedures, and company workflows

• Ability to work independently and maintain consistent communication in a remote environment

• Experience gained through administrative support, customer service, reception, scheduling, data entry, internships, school or office support, or another organized computer-based role is helpful

• Previous exposure to calendar management, document organization, customer communication, or spreadsheet maintenance is preferred

• • Ability to maintain appropriate confidentiality when working with client and company information