Operations Specialist

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

Job summary

Vaco by Highspring is seeking an Operations Specialist to help manage day-to-day office operations. You will work closely with the Senior Operations Specialist and Operations Manager to ensure smooth workflows and accurate record-keeping across the local office.

The role involves processing candidate paperwork, client contracts, onboarding consultants, payroll and benefits inquiries, and supporting invoicing and events coordination.

Qualifications

• 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

Tools

Microsoft Office Suite

Job 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:

T o 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 Competencie s :

• 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 :

• At least 1 -2 year s’ 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 function s 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 - $70,000 USD

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.

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in Vaco by Highspring’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A 'disabled veteran' is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A 'recently separated veteran' means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An 'active duty wartime or campaign badge veteran' means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An 'Armed forces service medal veteran' means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.