Office Coordinator POST NUMBER: 161748

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

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.