Office Coordinator

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

Job summary

Vaco by Highspring is seeking an Office Coordinator in Aliso Viejo, CA (onsite). The role spans administrative operations, logistics, and sales support, with a $55k-$70k base salary and strong emphasis on ownership and execution in a lean environment.

The successful candidate will manage varied tasks, support the sales team, coordinate inventory and events, and ensure timely delivery of commitments in a fast-paced setting.

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.

Responsibilities

• Manage employee insurance administration (as needed).
• Review expense reports and reimbursements.
• Execute recurring monthly payments (vendors, telecom, facilities, consultants, etc.).
• Maintain and organize documentation, including materials from international suppliers.
• 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).
• Prepare and distribute weekly inventory reports.
• Oversee warehouse coordination and stock reconciliation.
• Coordinate shipments, returns, and sample distribution with internal teams.
• Maintain documentation for incoming goods.
• Coordinate and execute US-based trade shows with Marketing.
• Manage vendor relationships and event logistics.
• Oversee event activities: sample prep, booth setup, travel, catering.
• Track deadlines and ensure timely execution across initiatives.
• Support trademark and legal documentation coordination.

Skills

Administrative

Operations

Logistics support

Sales support

Detail oriented

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

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. 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. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

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

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. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also 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: 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/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.