Operations Specialist

Vaco; Dallas (TX); Hybrid; USD 55,000 - 70,000; Full time

Job summary

Vaco in Dallas, TX is seeking an Operations Specialist to oversee general office operations and support the Senior Operations Specialist and Operations Manager.

The role involves handling onboarding, contract reviews, payroll and invoicing tasks, and collaboration with local leadership on meetings and events. A Bachelor’s degree is preferred with 1–2 years in recruiting or related roles and strong MS Office skills.

Qualifications

• Bachelor’s degree preferred.
• 1-2 years’ experience in recruiting industry or similar role.
• Proficient in Microsoft Office Suite.

Responsibilities

• Provide support for the team which may include sending candidate paperwork, client contracts, and executing full life cycle of job orders.
• Provide support to local field leadership including supporting local office meetings, reporting and general business operations tasks.
• Work with the Contract Management team to ensure proper contract review; work with legal as appropriate.
• Provide support for consultants and producers regarding payroll, expenses, and benefits questions and/or training, along with approving as appropriate
• Execute Onboarding for consultants and work to ensure proper compliance requirements are met.
• Responsible for weekly invoicing to clients, including monitoring aging reports and past due accounts
• Work with Events Coordinator, as applicable on local market event execution.

Skills

Accountability

Action oriented

Communicates effectively

Customer focus

Resourcefulness

Situational adaptability

Education

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Job description

Description

The Operations Specialist is responsible for the general operation of the office. This position works closely with the Senior Operations Specialist and Operations Manager.

Description

The Operations Specialist is responsible for the general operation of the office. This position works closely with the Senior Operations Specialist and Operations Manager.

Essential Job Functions

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required.

Duties And Responsibilities

• Provide support for the team which may include sending candidate paperwork, client contracts, and executing full life cycle of job orders
• Provide support to local field leadership including supporting local office meetings, reporting and general business operations tasks.
• Work with the Contract Management team to ensure proper contract review; work with legal as appropriate.
• Provide support for consultants and producers regarding payroll, expenses, and benefits questions and/or training, along with approving as appropriate
• Execute Onboarding for consultants and work to ensure proper compliance requirements are met.
• Responsible for weekly invoicing to clients, including monitoring aging reports and past due accounts
• Work with Events Coordinator, as applicable on local market event execution.

The above statements describe the general nature and level of work only. They are not an exhaustive list of all required responsibilities, duties, and skills. Other duties may be added, or this description amended at any time.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Desired Competencies:

• Accountability - Holding self and others accountable to meet commitments.
• Action oriented - Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm. Self-directed with an innate drive to succeed; confident and resilient; accepts feedback with a desire for continuous improvement. Able to work with a sense of urgency and meet tight deadlines; organized, detailed, and driven.
• Communicates effectively - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences. Develops written communication that is clear, concise, grammatical, and engaging.
• Customer focus - Building strong customer relationships and delivering customer-centric solutions.
• Resourcefulness - Identifying, securing, and deploying resources effectively and efficiently.
• Situational adaptability - Able to adapt approach, mindset, and actions depending on the situation to best meet business objectives. Displays emotional intelligence competencies of others-awareness and others or relationship management by recognizing situational cues and adapting response and demeanor for success.

Education and Experience:

• Bachelor’s degree preferred
• At least 1-2 years’ experience in recruiting industry or similar role
• Proficient in Microsoft Office Suite

Multiple locations | Remote eligible with management approval

Travel Requirements

Less than 5% travel (e.g., 10% travel to differing locations, 90% of the time working from an office)

Physical Demands

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position:

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.

Salary Range for this role:: $55,000 USD - $70,000 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.