Onsite Office & Logistics 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

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.