Office Assistant (Mail & A/P Clerk)

Vaco; Irvine (CA); On-site; USD 36,000 - 39,000; Full time

Benefits offered by this job

Competitive pay

Full-time, contract-to-hire

Professional work environment

Accounts payable exposure

Vendor management experience

Job summary

Vaco by Highspring is seeking an Office Assistant (Mail & A/P Clerk) in Irvine, CA for a contract-to-hire role. The candidate will handle daily mail, AP tasks, and basic administrative duties in a professional corporate setting.

Required are a high school diploma and strong organizational skills; a Bachelor’s degree is preferred. Proficiency in Outlook and Excel, plus solid written and verbal communication, are essential.

Qualifications

• High school diploma or equivalent required.
• Bachelor's degree in Business, Accounting, Finance, or Communications preferred.
• Administrative or clerical experience preferred.
• Strong attention to detail and organizational skills.
• Proficient in Outlook and Excel; strong written and verbal communication.

Responsibilities

• Open, sort, and distribute incoming daily mail.
• Monitor and manage the Accounts Payable email inbox.
• Upload invoices and route them to the appropriate AP processors.
• Prepare checks for outgoing mail and match payment stubs with checks.
• Assist with FedEx shipping labels and outgoing shipments.
• Support vendor maintenance including additions and updates.
• Provide general administrative support as needed.

Skills

Attention to detail

Prioritization

Written communication

Verbal communication

Team oriented

Adaptability

Education

High school diploma or equivalent

Bachelor's degree in Business, Accounting, Finance, or Communications preferred

Tools

Microsoft Outlook

Microsoft Excel

Job description

Office Assistant (Mail & A/P Clerk) | Contract-to-Hire

Location: Irvine, CA

Pay Rate: $26-$28.00/hour DOE

Schedule: Monday-Friday | 8:30 AM - 5:30 PM

Employment Type: Full-Time, Contract-to-Hire

We are seeking a reliable and detail-oriented Office Assistant (Mail & A/P Clerk) to support daily mailroom, administrative, and accounts payable functions. This is an excellent opportunity for someone looking to build a career in office administration, accounting support or operations within a professional corporate environment.

Key Responsibilities

• Open, sort, and distribute incoming daily mail
• Monitor and manage the Accounts Payable email inbox
• Upload invoices and route them to the appropriate AP processors
• Prepare checks for outgoing mail, including matching utility payment stubs with corresponding checks
• Assist with preparing FedEx shipping labels and coordinating outgoing shipments
• Support vendor maintenance activities, including:
  • Processing vendor additions and updates
  • Verifying vendor insurance compliance documentation
  • Verifying ACH and banking information
• Provide general administrative support as needed

Qualifications

• High school diploma or equivalent required
• Bachelor's degree preferably in Business, Accounting, Finance, Communications, or a related field
• Previous administrative, clerical, mailroom, accounts payable, customer service, or office experience preferred
• Strong attention to detail and organizational skills
• Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment
• Proficiency in Microsoft Outlook, Excel, and other Microsoft Office applications
• Strong written and verbal communication skills
• Professional, dependable, and team-oriented attitude
• Eagerness to learn and grow within an organization

What We Offer

• Competitive pay at $26-$28/hour DOE
• Full-time, steady work schedule
• Contract-to-hire opportunity with long‑term potential
• Professional and collaborative work environment
• Opportunity to gain experience in accounts payable, vendor management and corporate operations

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

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.