Front Office Representative

Vaco; Stoughton (MA); On-site; USD 36,000 - 48,000; Full time

Job summary

Vaco by Highspring seeks a Front Office Representative to provide administrative and customer service support in a busy office. You will be the primary contact for customers and help ensure daily communications, orders, and office operations run smoothly.

Key tasks include handling calls, processing orders, managing invoices/payments, updating customer records, and general admin duties. This role requires professionalism and teamwork in a dynamic environment.

Responsibilities

• Answer incoming calls and assist customers with orders, deliveries, pricing, and general questions.
• Enter and process customer orders accurately in the company system.
• Assist with account questions, invoices, statements, and payment information.
• Maintain and update customer account information and records.
• Perform general administrative duties, including data entry, filing, scanning, and recordkeeping.
• Greet customers, vendors, and employees visiting the office.
• Address customer concerns professionally and escalated issues when appropriate.
• Maintain an organized front office and accurate documentation.
• Provide additional administrative and customer service support during high-volume periods.
• Assist with other general office duties as needed.

Job description

Position Summary

The Front Office Representative provides administrative and customer service support for a busy office environment. This individual serves as a primary point of contact for customers and helps ensure daily communication, paperwork, orders, and general office operations run smoothly.

Key Responsibilities

• Answer incoming calls and assist customers with orders, deliveries, pricing, and general questions.


• Enter and process customer orders accurately in the company system.


• Assist with account questions, invoices, statements, and payment information.


• Maintain and update customer account information and records.


• Perform general administrative duties, including data entry, filing, scanning, and recordkeeping.


• Greet customers, vendors, and employees visiting the office.


• Address customer concerns professionally and escalated issues when appropriate.


• Maintain an organized front office and accurate documentation.


• Provide additional administrative and customer service support during high-volume periods.


• Assist with other general office duties as needed.

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 your 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.