Operations & Client Services Coordinator (Part-time)

Vaco; Irvine (CA); On-site; USD 24,000 - 25,000; Full time

Job summary

Vaco is seeking an Operations & Client Services Coordinator to provide day-to-day administrative, facilities, events, and operational support to keep the office professional and fully functional for employees, clients, candidates, and events. You will back up the Operations, Sales, Recruiting teams and coordinate onboarding, communications, and time-sensitive tasks, ensuring smooth business continuity.

The role supports a 40-hour week with a 75/15/10 split across admin, operations, and

Responsibilities

• Admin Tasks and Projects – 75% support for clients and consultants, onboarding, order handling, email triage, Salesforce data maintenance.
• Backup for Operations – 15% coverage for routine operational requests, onboarding support, time/expense processing, office communications.
• Suite & Facilities – day-to-day owner of the workplace experience, room checks, inventory, orders, and emergency info maintenance.

Job description

Operations & Client Services Coordinator

Position Purpose

The Operations & Client Services Coordinator provides day-to-day administrative, facilities, events, and operational support for the organization. This position ensures the office/suite environment is organized, professional, fully functional, and ready for employees, clients, candidates, and events.

The coordinator serves as a key support resource to the Operations team, Sales team, Recruiting team, and leadership, handling recurring operational responsibilities, coordinating events and facility's needs, and providing backup coverage to maintain business continuity.

Primary Areas of Responsibility

1. Administration & Office Operations
2. Operations Team Backup
3. Suite & Facilities Management
4. Sales Team Support
5. Recruiting Team Support

Target Weekly Allocation (40-hour week)

Function - Hours/Week - %

• Administrative/Projects - 12 hours (75%)
• Operations Manager Support/Backup - 2 hours (12.5%)
• Facilities Management - 2 hours (12.5%)
• Total - 16 hours

*25% core operations/facilities and 75% internal customer support

Detailed Duties

1. Admin Tasks and Projects - 75%
   • Liason for Clients and Consultants, focus on troubleshooting access/ escalation
   • Work-Order Contract creation and follow up as needed
   • Email and communication triage
   • Assist with consultant onboarding
   • Disseminate daily onboarding tracking updates
   • Data entry and Salesforce Maintenance (tasks)
2. Backup for Operations Team - 15%
   • Backup responsibilities
   • Handle routine operational requests
   • Assist with consultant onboarding
   • Process consultant time and expenses
   • Coordinate office communications
   • Follow established operating procedures
   • Escalate issues appropriately
3. Suite & Facilities Management - 10%

   The Coordinator becomes the day-to-day owner of the physical workplace experience.

   • Check conference rooms and common areas
   • Ensure rooms are clean, organized and meeting-ready
   • Monitor office supplies, kitchen supplies and refreshments
   • Review supply inventory
   • Place recurring orders
   • Maintain emergency/contact information

Salary and Compensation

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 certificates, 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.

Salary Range for this role: $24,000 - $25,000 USD

Vaco, LLC ("we," "our," or "Vaco") respects your privacy and is committed to providing a transparent notice of our Notice at Collection and Privacy Policy for California Residents. This Notice and Privacy Policy for California Residents applies solely to those who reside in the State of California ("consumers" or "you"). For additional details, click here.

California residents may also access Vaco's HR Notice at Collection for California Applicants and Employees.

Vaco 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.