Associate Operations Analyst

Vaco; Walnut Creek (CA); On-site; USD 52,000 - 74,000; Full time

Job summary

Vaco by Highspring in Walnut Creek, CA, is seeking an Associate Operations Analyst to support onboarding, expenses, travel coordination, and compliance training. This role will contribute to daily operations, maintain accurate records, and help ensure policy compliance.

The position requires strong data entry, organizational, and communication skills, with proficiency in Google Sheets and Excel. You will handle confidential information with discretion and collaborate across teams in a fast-paced

Qualifications

• Experience in data entry, admin support or operations coordination.
• Onboarding experience is a strong plus.
• High attention to detail and accuracy in data management and processes.
• Proficiency with Google Sheets and Microsoft Excel.
• Excellent organizational and time management skills; able to handle multiple priorities.
• Strong written and verbal communication for cross-functional coordination.
• Ability to work independently and as part of a team in a fast-paced environment.
• Comfort handling sensitive and confidential information with discretion.
• Familiarity with ChromeRiver and travel booking tools is a plus.

Responsibilities

• Onboard new employees end-to-end, ensuring all required paperwork is completed before start date.
• Review and process daily employee expenses; track using internal systems.
• Coordinate and reconcile travel bookings (flights/hotels) and monthly charges.
• Manage general office supply orders and ensure timely fulfillment.
• Coordinate compliance training notices and follow up on completion with HR.

Skills

Data entry

Administrative support

Operations coordination

Onboarding experience

Attention to detail

Google Sheets

Microsoft Excel

Time management

Communication

Cross-functional coordination

Confidential information handling

ChromeRiver familiarity

Tools

ChromeRiver

Travel booking platforms

Internal systems

Job description

Overview

We are looking for a detail-oriented and highly organized Associate Operations Analyst to join our team. In this role, you will play a key part in supporting daily operational functions, including employee onboarding, employee expense management, travel booking and reconciliation, general office supply ordering, and compliance training coordination to ensure timely completion of state-mandated requirements.

Your strong attention to detail and exceptional organizational skills will be critical in maintaining smooth internal processes, ensuring compliance, and contributing to overall operational efficiency and excellence.

Key Responsibilities

Employee Onboarding

• Manage end-to-end onboarding for new employees
• Initiate the onboarding process, ensuring all required documentation (e.g., contracts, NDAs, I-9s, background checks) is completed prior to the employee's start date
• Monitor onboarding progress and follow up as needed to ensure timely completion of all pre-employment requirements

Expense Management

• Review and process daily submitted employee expenses
• Enter and track expenses using our internal system (ChromeRiver)
• Maintain and update the expense tracker regularly
• Approve and audit expense submissions for accuracy and policy compliance
• Work with the employee, their manager, payroll team and IT support to identify and resolve issues

Travel Coordination

• Assist with travel arrangements (flights and hotels)
• Track and reconcile travel-related charges on a monthly basis
• Office Supply & Business Support
• Manage general office supply orders across teams that are requested
• Coordinate requests and ensure timely fulfillment of business needs

Compliance Training

• Send compliance training notifications and reminders to employees
• Follow up to ensure timely completion of state-mandated training requirements
• Collaborate closely with HR to ensure employee compliance training records are up to date

Requirements

• Proven experience in data entry, administrative support, or operations coordination
• Previous experience with employee onboarding is a strong plus
• High attention to detail and strong accuracy in managing data and processes
• Proficiency in Google Sheets and Microsoft Excel
• Excellent organizational and time management skills; ability to manage multiple priorities
• Strong written and verbal communication skills for cross-functional coordination
• Ability to work both independently and collaboratively in a fast-paced environment
• Comfortable handling sensitive and confidential information with professionalism and discretion
• Familiarity with tools such as ChromeRiver, travel booking platforms, is a plus
• Self-starter with a proactive mindset and strong sense of ownership
• Must be available to work during U.S. business hours, specifically aligned with the Pacific Time (PST) zone

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present you as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada: Based on Highspring's discussions with its Client, Highspring's understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.