Administrative Assistant POST NUMBER: 452120
Position Summary:
We are seeking a highly organized and detail-oriented Administrative Assistant with a strong background in administrative support and accounts payable. This role is critical in ensuring the timely and accurate processing of vendor invoices, managing purchase order (PO) requests, and supporting overall office operations. The ideal candidate is an effective communicator, proficient in Microsoft Office (especially Excel), and excels at follow-up, organization, and multi-tasking in a fast-paced environment.
Key Responsibilities:
1. Accounts Payable Coordination
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Receive and review all vendor invoices related to five properties located in Connecticut.
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Accurately verify invoice information including:
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Correct billing amount
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Proper “Bill-To” designation
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Correct property entity (e.g., not billed to Olymbec, but the specific entity name)
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Valid and correct PO number
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Appropriate supporting documentation confirming items/services were ordered and received
Track and organize all invoices in process, ensuring nothing falls through the cracks.
Proactively follow up with vendors to request corrections for inaccurate invoices.
Maintain a clear and consistent system for managing AP workflow and status updates.
2. Purchase Order (PO) Management
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Create and enter PO requests in internal systems.
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Collect and verify proper backup documentation from vendors prior to submission.
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Coordinate with internal stakeholders to ensure POs align with budget and authorization protocols.
3. Administrative Support
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Answer phones and route calls professionally.
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Maintain accurate and up-to-date tenant contact lists.
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Draft and manage communications with tenants, vendors, and internal teams.
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Support various office functions and projects as needed.
4. Microsoft Office & Excel Proficiency
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Create clean and functional Excel spreadsheets, using basic formulas and formatting for reporting and tracking.
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Assist in developing easy-to-use forms and templates for internal use.
Must-Have Qualifications:
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Strong administrative background (minimum 2–3 years preferred)
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Experience with Accounts Payable processes and vendor communications
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Excellent Microsoft Office skills, especially Excel (forms, formatting, basic formulas)
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High attention to detail, time management, and organizational skills
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Exceptional written and verbal communication skills—email etiquette is a must
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Client service mindset with a proactive approach to problem-solving
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Ability to manage multiple tasks and maintain accuracy in a deadline-driven environment
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.