Multitask Office Coordinator & Operations Specialist

Vaco Recruiter Services; Redwood City (CA); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Discretionary bonuses

Medical, dental, and vision benefits

401(k) retirement plan

Job summary

Vaco/Highspring is seeking an Office Coordinator to support daily operations and create a welcoming, efficient workplace. You will manage calendars, coordinate meetings, and handle mail and shipping while supporting expense and invoice processes.

The role requires 3+ years in office management, strong organizational and communication skills, and discretion with confidential information. Expect a fast-paced environment with opportunities to improve office culture and experience.

Qualifications

• 3+ years of experience in office management or administrative support.
• Strong organizational skills with multitasking ability.
• Excellent verbal and written communication.
• Detail-oriented with strong follow-through.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams).
• Experience managing calendars and coordinating meetings.
• Discretion handling confidential information.

Responsibilities

• Maintain a clean, organized office environment and facilities.
• Coordinate kitchen operations and pantry supplies.
• Manage snacks, beverages, and vendor amenities.
• Coordinate facilities requests with vendors and building management.
• Ensure workstations, conference rooms, and common areas are ready for use.
• Manage calendars, meetings, and logistics.
• Handle incoming/outgoing mail, packages, and shipping requests.
• Process expense reports and receipts in Expensya.
• Process vendor invoices in Medius for timely payment and recordkeeping.
• Coordinate catering for meetings and company events.
• Manage inventory of branded merchandise and employee swag.

Skills

Highly organized

Multitasking

Verbal communication

Written communication

Attention to detail

Discretion with confidential info

MS Office (Outlook, Word, Excel, Teams

Tools

SharePoint

Expensya

Medius

Job description

Vaco/Highspring is seeking an Office Coordinator to support daily operations and create a welcoming, efficient workplace. You will manage calendars, coordinate meetings, and handle mail and shipping while supporting expense and invoice processes.

The role requires 3+ years in office management, strong organizational and communication skills, and discretion with confidential information. Expect a fast-paced environment with opportunities to improve office culture and experience.