Office Assistant (Mail & A/P Clerk)

Vaco by Highspring; Irvine (CA); On-site; USD 33,000 - 44,000; Full time

Job summary

Vaco by Highspring is seeking a reliable Office Assistant (Mail & AP Clerk) in Irvine, CA. The role supports daily mailroom, administrative and accounts payable tasks in a professional corporate environment.

The ideal candidate has a high school diploma (bachelor's preferred) with strong attention to detail, Excel/Outlook skills, and the ability to manage multiple tasks in a fast-paced setting. This contract-to-hire opportunity offers growth potential and a steady schedule.

Qualifications

• Requires high school diploma or equivalent.
• Bachelor's degree preferred in Business, Accounting, Finance, Communications, or related field.
• Prior administrative, clerical, mailroom, accounts payable or office experience preferred.

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

Skills

Microsoft Outlook

Excel

Administrative support

Accounts payable

Vendor management

Communication

Education

High school diploma or equivalent

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

Tools

Microsoft Office

Microsoft Outlook

Accounts payable software

Job description

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

Location: Irvine, CA
Pay Rate: $28.00/hour
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 preferrably 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

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals 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 applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, 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. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you 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 only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Privacy Notice

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 and UK 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; and
• 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 and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).