Operations Coordinator - Great Opportunity! in Louisville, KY at Vaco

Date Posted: 8/31/2020

Job Snapshot

Job Description

At Vaco, we are as unique as our Louisville locale! We are the top recruiters in the business who are in touch with the latest innovations. We're marketing and business professionals who don't give in to 'just the norm'; we are recruiters and consultants who'll go to all lengths to find the best and the brightest.


  • First Impression - greeting guests and making them feel welcome, you are the face of Vaco!
  • Open and close office including restocking supplies and keeping the office clean, orderly and presentable
  • Screening candidate calls and directing toward the correct person, answering basic company information
  • Sending and distributing office mail (courier service and overnight packages); shipping issues
  • Managing office calendar: times for daily interviews, events, and meeting requests
  • Weekly Timesheet processing
  • Weekly payroll reporting for consultants and resolving issues, escalating when necessary
  • Consultant Management - point person for all consultant issues (submitting timecards, benefits enrollment, paychecks, etc.)
  • Enter all information for consultants into the system and verify the working status and tax information
  • Approve ALL placements, contract, and perm - starts, ends, change requests for billing, consulting business, etc.
  • Making application packets for candidates and new hire packets for consultants
  • Upload files such as Interview notes, submission summaries, CSA's, and any other requested documents and information into the applicant tracking system
  • Monitoring and administering background checks, drug screens, and onboarding paperwork for consultants
  • Help to create Weekly, Monthly, Quarterly, and yearly presentations as well as misc. management reports
  • Assisting with reconciling office expense reports
  • Manage applicant tracking system requests
  • Helping with events (planning, sending invite emails via HubSpot, coordinating with vendors, greeting guests, set up, cleaning, etc.)
  • Assisting with marketing with support from the corporate marketing department: creating flyers and power points for events, social media content, keeping the local website page accurate and up to date
  • Scheduling social media posts via HubSpot (Facebook, Twitter, Instagram)
  • Manipulate A/R reports - special reports and invoice handling for clients as requested; Weekly invoice editing to include requested updated conversion pricing and other information
  • Assists employees and supervisors with a basic interpretation of HR policies and procedures
  • Helps plan, coordinate, organize, and distribute holiday gifts for clients and consultants
  • Maintains confidential personnel files and personnel actions
  • Auditing Contracts, DNB Reports