Office Assistant (Mail & A/P Clerk)

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

Benefits offered by this job

Competitive pay

Contract-to-hire potential

Professional environment

Job summary

Vaco Recruiter Services is seeking a reliable Office Assistant (Mail & A/P Clerk) to support daily mailroom, administrative and accounts payable tasks in Irvine, CA. This contract-to-hire role offers steady hours and an opportunity to grow within a professional corporate environment.

Ideal candidates will have a high school diploma, strong attention to detail, proficiency with Outlook and Excel, and the ability to manage multiple tasks in a fast-paced setting.

Qualifications

• High school diploma or equivalent required.
• Bachelor's degree preferred in business, accounting, finance, or communications.
• Prior administrative or clerical experience in mailroom, AP, or office roles is preferred.

Responsibilities

• Open, sort, and distribute incoming daily mail.
• Monitor and manage the Accounts Payable email inbox.
• Upload invoices and route to AP processors.
• Prepare checks for outgoing mail and match payment stubs.
• Assist with FedEx shipping labels and outgoing shipments.
• Support vendor maintenance: add/update vendors, verify insurance, verify banking details.
• Provide general administrative support as needed.

Skills

Attention to detail

Organizational skills

Multitasking

Communication skills

Team-oriented

Education

High School Diploma or equivalent

Bachelor's degree preferred in Business/Accounting/Finance/Communications

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