Administrative Assistant

Position Overview We are partnering with a well-established company in Foothill Ranch that is seeking a reliable and detail-oriented Administrative Assistant / Customer Support Coordinator. This role will serve as a key point of contact for both customers and internal teams, supporting day-to-day administrative operations while ensuring a high level of customer service. This is a great opportunity for someone who enjoys wearing multiple hats, thrives in a fast-paced environment, and takes pride in staying organized and proactive. Key Responsibilities Serve as the first point of contact for incoming calls, emails, and customer inquiries Provide professional and timely customer support, resolving issues or routing appropriately Support day-to-day administrative tasks including data entry, filing, and document management Assist with order processing, tracking, and follow-ups to ensure timely delivery Coordinate with internal teams such as operations, sales, and accounting Maintain accurate records in company systems and databases Help prepare reports, spreadsheets, and general correspondence Support scheduling, calendar coordination, and office operations as needed Assist with invoicing, basic AR/AP support, or billing inquiries (as applicable) Qualifications 2+ years of administrative or customer support experience Strong communication skills, both written and verbal High attention to detail and strong organizational skills Ability to multitask and prioritize in a fast-paced environment Proficiency in Microsoft Office (Excel, Word, Outlook) Experience with CRM or ERP systems is a plus (QuickBooks, Salesforce, etc.) Positive attitude and team-oriented mindset What They’re Looking For Someone dependable, proactive, and solutions-oriented Strong customer service mindset with a professional demeanor Ability to work independently while also supporting a collaborative team 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.