Office Manager POST NUMBER: 468318
The Office Manager oversees daily office operations while supporting key human resources functions to ensure an organized, efficient, and employee?focused workplace. This role manages administrative processes, coordinates office logistics, supports employee onboarding and records management, and serves as a central resource for staff and leadership. The Office Manager helps maintain a positive work environment by ensuring smooth operations, consistent communication, and reliable HR support.
Office Administration & Operations
- Manage day?to?day office activities, including supplies, equipment, vendor relationships, and facility needs.
- Serve as the primary point of contact for internal staff, visitors, and external partners.
- Maintain office systems, databases, and documentation to ensure accuracy and accessibility.
- Coordinate meeting logistics, scheduling, travel arrangements, and company events.
- Oversee mail distribution, office communications, and general administrative workflows.
- Support leadership with administrative tasks, document preparation, and operational follow?up.
Human Resources Support
- Assist with onboarding processes, including new hire paperwork, orientation scheduling, and ensuring a smooth transition for new employees.
- Maintain confidential employee files and HR records in accordance with company standards.
- Support HR compliance efforts by helping with policy updates, documentation tracking, and required reporting.
- Help coordinate recruitment activities such as scheduling interviews, posting job openings, and communicating with candidates.
- Assist with benefits administration tasks such as enrollment reminders, documentation support, and employee inquiries.
- Help plan and execute employee engagement initiatives, trainings, and company culture activities.
Financial & Reporting Support
- Assist with tracking expenses, processing invoices, and managing departmental budgets as assigned.
- Prepare routine reports, summaries, and documentation for leadership review.
- Ensure timely and accurate processing of administrative and HR?related paperwork.
Other Duties
- Support special projects and organizational initiatives as assigned.
- Maintain confidentiality and act in accordance with HR and company policies at all times.
- Bachelor’s degree in business administration, human resources, or related field preferred
- 2 years of administrative, office management, or HR support experience
- Strong organizational, communication, and problem?solving skills
- Ability to handle confidential information with discretion
- Experience with HR processes, onboarding, or employee record management a plus
- Proficiency in Microsoft Office and general office technologies
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. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco by Highspring 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.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.