Office Coordinator

Vaco; Aliso Viejo (CA); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Job summary

Vaco Recruiter Services is seeking a detail-oriented Office Coordinator in Aliso Viejo, CA, dedicated to supporting daily operations in administration and logistics. This role demands reliability and a hands-on approach, ensuring smooth office functions with minimal supervision.

A successful candidate will thrive when managing diverse responsibilities, such as employee insurance, administrative support for sales, and logistical coordination, all while emphasizing organization and precision.

Compensation ranges between $55,000 and $70,000, along with potential bonuses and comprehensive benefits.

Qualifications

• 2–5 years of experience in administrative, operations, or office coordination roles.
• Strong ability to work independently and manage daily priorities.
• Highly organized with strong attention to detail and accuracy.

Responsibilities

• Manage employee insurance administration.
• Provide backup administrative support to the sales team.
• Prepare and distribute weekly inventory reports.
• Coordinate and execute U.S.-based trade shows.

Skills

Administrative support

Operations management

Logistics coordination

Sales support

Attention to detail

Job description

Office Coordinator (Operations / Admin / Logistics Support)

Location: Aliso Viejo, CA (Onsite, Monday–Friday)
Compensation: $55,000 – $70,000 base salary

Position Overview

We are seeking a reliable and hands‑on Office Coordinator to support daily operations across administration, logistics, and sales support functions. This is a highly autonomous, execution‑focused role where you will serve as the central point of contact for office operations in a lean environment.

This opportunity is ideal for someone who thrives in a structured, detail‑oriented role, enjoys wearing multiple hats, and takes ownership of day‑to‑day execution with minimal supervision.

Key Responsibilities

Administrative Operations

• Manage employee insurance administration (as needed)
• Review expense reports and process reimbursements
• Execute recurring monthly payments (vendors, telecom, facilities, consultants, etc.)
• Maintain and organize documentation, including materials received from international suppliers

Sales Support

• Provide backup administrative support to the sales team
• Assist with order processing, documentation, and internal coordination
• Support operational workflows related to sales activities (no direct sales responsibilities)

Logistics & Inventory

• Prepare and distribute weekly inventory reports
• Oversee warehouse coordination and stock reconciliation
• Manage compliance‑related processes (including FSVP)
• Coordinate shipments, returns, and sample distribution in partnership with internal teams
• Maintain documentation for incoming goods

Events & General Operations

• Coordinate and execute U.S.-based trade shows in collaboration with Marketing
• Manage vendor relationships and event logistics
• Oversee key event activities, including:
  • Sample preparation and shipment
  • Exhibitor documentation and compliance requirements
  • Booth setup, utilities, and service coordination
  • Registration, travel, and accommodations
  • Catering and vendor scheduling
• Track deadlines and ensure timely execution across all initiatives
• Support trademark and legal documentation coordination

Qualifications

• 2–5 years of experience in administrative, operations, or office coordination roles
• Experience in small to mid‑sized environments with broad responsibilities preferred
• Strong ability to work independently and manage daily priorities
• Highly organized with strong attention to detail and accuracy
• Reliable, consistent, and execution‑focused with a strong sense of ownership
• Comfortable handling repetitive tasks with precision
• Ability to operate effectively in a lean, fast‑paced environment
• Flexible and adaptable across multiple functional areas

Compensation: This role offers a salary range of $55,000 – $70,000 base, with potential discretionary bonuses. Benefits include medical, dental, vision, and 401(k) retirement plan.