Office Coordinator POST NUMBER: 478871
Office Coordinator (Operations / Admin / Logistics Support)
Location: Aliso Viejo, CA (Onsite, Monday–Friday)
Compensation: $55,000 – $70,000 base salary
Position Overview
We are seeking a reliable and hands-on Office Coordinator to support daily operations across administration, logistics, and sales support functions. This is a highly autonomous, execution-focused role where you will serve as the central point of contact for office operations in a lean environment.
This opportunity is ideal for someone who thrives in a structured, detail-oriented role, enjoys wearing multiple hats, and takes ownership of day-to-day execution with minimal supervision.
Key Responsibilities
Administrative Operations
- Manage employee insurance administration (as needed)
- Review expense reports and process reimbursements
- Execute recurring monthly payments (vendors, telecom, facilities, consultants, etc.)
- Maintain and organize documentation, including materials received from international suppliers
Sales Support
- 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)
Logistics & Inventory
- Prepare and distribute weekly inventory reports
- Oversee warehouse coordination and stock reconciliation
- Manage compliance-related processes (including FSVP)
- Coordinate shipments, returns, and sample distribution in partnership with internal teams
- Maintain documentation for incoming goods
Events & General Operations
- Coordinate and execute U.S.-based trade shows in collaboration with Marketing
- Manage vendor relationships and event logistics
- Oversee key event activities, including:
- Sample preparation and shipment
- Exhibitor documentation and compliance requirements
- Booth setup, utilities, and service coordination
- Registration, travel, and accommodations
- Catering and vendor scheduling
- Track deadlines and ensure timely execution across all initiatives
- Support trademark and legal documentation coordination
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
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.