Associate Operations Analyst

Vaco Recruiter Services; Walnut Creek (CA); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Vaco Recruiter Services is seeking an Associate Operations Analyst to support onboarding, expenses, travel, and office operations. The role emphasizes accuracy, organization, and cross-functional collaboration to maintain compliant, efficient processes.

The ideal candidate will manage onboarding docs, process expenses in the internal system, arrange travel, handle supply orders, and coordinate training records with HR.

Qualifications

• Proven experience in data entry, administrative support, or operations coordination.
• Strong attention to detail and accuracy in data and processes.
• Experience with onboarding is a strong plus.

Responsibilities

• Manage end-to-end onboarding for new employees.
• Review and process daily submitted employee expenses, and audit for policy compliance.
• Coordinate travel arrangements and reconcile travel charges monthly.
• Handle office supply orders and general business support across teams.
• Coordinate compliance training notifications and ensure timely completion.

Skills

Data entry

Administrative support

Operations coordination

Google Sheets

Microsoft Excel

Time management

Cross-functional coordination

Tools

ChromeRiver

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