Administrative Assistant

Vaco LLC; Irvine (CA); On-site; USD 40,000 - 55,000; Full time

Job summary

A well-established company in Costa Mesa is seeking a sharp, dependable Administrative Assistant. The ideal candidate will support a variety of tasks, from expense reporting to office coordination. Strong organizational skills and proficiency in Microsoft Office are essential. This dynamic role offers a fast-paced environment where no two days are the same.

Qualifications

• Prior experience in an administrative or office support role.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office (especially Word and Excel).
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and meet deadlines.

Responsibilities

• Collect and track receipts, code expenses, and follow up with internal departments.
• Assist with travel bookings and expense reports using company systems.
• Support workflow tracking and ticketing through internal platforms.
• Coordinate shipping and receiving of materials and packages.
• Maintain organized physical files and assist with documentation and audit prep.
• Handle general office support tasks including mail sorting, scanning, voicemail management, and check deposits.
• Assist with meal orders for meetings across various locations.
• Generate and pull reports from internal systems as requested.
• Support mail merge and mailing projects.

Skills

Organizational skills

Attention to detail

Proficiency in Microsoft Office (Word, Excel)

Strong written and verbal communication

Task management

Job description

Vaco is partnering with a well-established company in Costa Mesa that is seeking a sharp, dependableAdministrative Assistant. If you're proactive, detail-oriented, and thrive in an environment where no two days are the same, we want to hear from you!

Responsibilities:

• Collect and track receipts, code expenses, and follow up with internal departments as needed

• Assist with travel bookings and expense reports using company systems

• Support workflow tracking and ticketing through internal platforms

• Coordinate shipping and receiving of materials and packages

• Maintain organized physical files and assist with documentation and audit prep

• Handle general office support tasks including mail sorting, scanning, voicemail management, and check deposits

• Assist with meal orders for meetings across various locations, ensuring accuracy and timely follow-up

• Generate and pull reports from internal systems as requested

• Support mail merge and mailing projects by preparing documents, merging data, printing, and mailing

Qualifications:

• Prior experience in an administrative or office support role

• Strong organizational skills and attention to detail

• Proficiency in Microsoft Office (especially Word and Excel)

• Strong written and verbal communication skills

• Ability to manage multiple tasks and meet deadlines