Office Coordinator

Vaco; Irvine (CA); On-site; USD 40,000 - 60,000; Full time

Job summary

Vaco Recruiter Services is seeking a reliable and detail-oriented Office Coordinator to support day-to-day operations in Irvine, California. The role involves managing office administration, logistics, and sales support, with a focus on maintaining smooth office operations.

The ideal candidate will have 2-5+ years of relevant experience, strong organizational skills, and proficiency in Microsoft Office. This position is fully onsite and aims for long-term growth within the company.

Qualifications

• 2–5+ years of experience in an administrative, office coordinator, or operations role.
• Experience in a small to mid-sized company environment is a plus.
• Self-starter who can work independently and take ownership.

Responsibilities

• Manage general office operations and serve as the main point of contact.
• Assist with inventory tracking and reporting.
• Provide administrative support to the sales team as needed.

Skills

Organizational skills

Attention to detail

Multitasking ability

Microsoft Office proficiency

Communication skills

Job description

About the Company

Our client is a well-established company in the nutraceuticals industry, specializing in high-quality ingredients and products used in health and wellness. They operate in a collaborative, fast-paced environment and are looking to add a reliable, detail-oriented Office Coordinator to support their day-to-day operations.

Position Overview

The Office Coordinator will serve as the central point of contact for office operations, supporting administration, logistics, and light sales coordination. This is a highly visible, hands-on role where you’ll help keep the office running smoothly and efficiently.

This position is ideal for someone who thrives in a stable, long-term role, enjoys wearing multiple hats, and can work independently with minimal supervision.

Key Responsibilities

Office Administration

• Manage general office operations and serve as the main point of contact for administrative needs
• Process expense reports and assist with reimbursements
• Coordinate vendor payments (e.g., utilities, telecom, insurance, etc.)
• Maintain organized records and documentation
• Support employee-related administrative tasks (benefits coordination, onboarding support, etc.)

Logistics & Operations

• Assist with inventory tracking and reporting
• Coordinate shipments, returns, and sample distribution
• Support warehouse coordination and basic stock reconciliation
• Ensure smooth flow of goods and documentation across internal and external partners

Sales Support

• Provide administrative support to the sales team as needed
• Assist with order processing and documentation
• Help coordinate materials and logistics tied to customer needs
• Act as a liaison between internal teams and external partners

General Office Coordination

• Order office supplies and maintain a clean, organized workspace
• Coordinate meetings, schedules, and occasional office events
• Serve as the go-to person for day-to-day office needs
• Support leadership with ad hoc tasks and projects

Qualifications

• 2–5+ years of experience in an administrative, office coordinator, or operations role
• Experience in a small to mid-sized company environment is a plus
• Strong organizational skills with excellent attention to detail
• Ability to multitask and manage shifting priorities
• Self-starter who can work independently and take ownership
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Strong communication and interpersonal skills

What They’re Looking For

• Someone dependable, consistent, and detail-driven
• Comfortable working in a fully onsite role
• A “go-to” team player who enjoys supporting multiple functions
• Someone who values stability and long-term growth within a company