What does a Office Coordinator at Vaco by Highspring do?

In this Office Coordinator at Vaco by Highspring role, you will manage employee insurance administration and process expense report reimbursements; execute recurring monthly payments for vendors, telecom, facilities, and consultants; maintain and organize documentation including materials from international suppliers; and provide administrative backup to the sales team and assist with order processing.

What are the requirements for this Office Coordinator role?

To qualify for the Office Coordinator at Vaco by Highspring position, applicants should have: 2–5 years of experience in administrative, operations, or office coordination roles.

Is this Office Coordinator job remote, hybrid, or on-site?

Vaco by Highspring has listed this Office Coordinator role as on-site.

How much experience is required for this Office Coordinator role?

Office Coordinator at Vaco by Highspring typically requires 2–5 years of relevant experience at the mid level level.

What category does the Office Coordinator role belong to?

Office Coordinator at Vaco by Highspring is part of the admin job category on Recrutus.

Office Coordinator — Aliso Viejo, CA at Vaco by

About the Role

We are seeking a reliable and hands-on Office Coordinator to serve as the central point of contact for office operations in a lean, fast-paced environment. This highly autonomous, execution-focused role sits at the intersection of administration, logistics, and sales support. You will thrive in a structured setting where you wear multiple hats, taking ownership of day-to-day execution with minimal supervision.

In this position, you will manage the daily rhythm of our Aliso Viejo operations. Your day will involve processing expense reports and vendor payments, maintaining critical documentation for international suppliers, and ensuring seamless coordination between our warehouse and sales teams. You will also play a key role in bringing our brand to life by coordinating U.S.-based trade shows, managing exhibitor logistics, and overseeing sample distribution.

About the Team & Culture

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We are committed to the full inclusion of all qualified individuals and ensure that persons with disabilities are provided reasonable accommodations throughout the application and interview process.

Application & Hiring Process

Submissions to this position are subject to preliminary candidate screenings using AI to ensure minimum job requirements are met. Further assessment will be conducted by recruiters and hiring managers. By submitting your application, you agree to be included in our talent pool for future opportunities and grant Vaco by Highspring the exclusive right to present you as a candidate for this role.

Equal Opportunity & Privacy

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant based on race, color, sex, religion, national origin, age, disability, veteran status, or any other protected characteristic. We respect your privacy and are committed to transparent policies regarding data collection and usage. For specific privacy notices regarding California, Virginia, Canadian, or GDPR jurisdictions, please refer to our official policy links.

Work location

Work model: On-site

9, District Drive, Vantis, Aliso Viejo, Orange County, California, 92656, United States

Aliso Viejo, California

Key Responsibilities

check_circleManage employee insurance administration and process expense report reimbursements
check_circleExecute recurring monthly payments for vendors, telecom, facilities, and consultants
check_circleMaintain and organize documentation including materials from international suppliers
check_circleProvide administrative backup to the sales team and assist with order processing
check_circlePrepare and distribute weekly inventory reports and oversee warehouse stock reconciliation
check_circleManage compliance processes including FSVP and coordinate shipments and returns
check_circleCoordinate and execute U.S.-based trade shows including booth setup and vendor scheduling
check_circleSupport trademark and legal documentation coordination for events and operations

Requirements

verified2–5 years of experience in administrative, operations, or office coordination roles

Nice to Have

Experience in small to mid-sized environments with broad responsibilities

Benefits & Perks

check_circleMedical, dental, and vision benefitscheck_circle401(k) retirement plancheck_circleEligibility for discretionary bonuses

Office Coordinator

Office Coordinator

About the Role

About the Team & Culture

Application & Hiring Process

Equal Opportunity & Privacy

Work location

Key Responsibilities

Requirements

Nice to Have

Benefits & Perks

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Frequently asked questions about Office Coordinator at Vaco by Highspring