Front Desk Administrative Part Time Position

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 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.

Email and Inbox Support: Maintain accurate calendars, communicate scheduling changes, and help prevent conflicts or missed commitments.

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. 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.

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. 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.

Check administrative records for missing information, duplicate entries, incorrect dates, incomplete fields, and other inconsistencies. 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.

High school diploma or equivalent required

• 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
• 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