Sign upLog in

Administrative Assistant

confidential

Foothill Ranch, CA

Apply
JOB DETAILS
JOB TYPE
Full-time, Employee
SKILLS
Accounting, Accounts Payable, Accounts Receivable, Administrative Skills, Artificial Intelligence (AI), Billing, Calendar Management, Communication Skills, Compensation Management, Cross-Functional, Customer Relations, Customer Relationship Management (CRM) Systems, Customer Support/Service, Data Entry, Delivery Driving, Detail Oriented, Document Management, ERP (Enterprise Resource Planning), English Language, Establish Priorities, Hair Styling, Intuit Quickbooks, Legal, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multitasking, Order Processing, Organizational Skills, Presentation/Verbal Skills, Record Keeping, Reporting Skills, Resolve Customer Issues, Sales, Salesforce.com, Spreadsheets, State Laws and Regulations, Team Player, Time Management, Writing Skills
LOCATION
Foothill Ranch, CA
POSTED
4 days ago

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.

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.

About the Company

c

Company Confidential

Vaco provides expert consulting, permanent placement, executive search and strategic staffing for companies around the world, in the areas of accounting, finance, technology, healthcare, operations, administration and more. As a premier talent solutions firm, Vaco connects people to their dream jobs and helps leading companies find talent to grow their business. Since its founding in 2002, Vaco has grown to more than 35 offices across the globe, 700+ employees, more than 3,000 consultants and $450M in revenue. Vaco has been named to Inc. magazine’s list of the fastest-growing private companies for past 11 years and is dedicated to developing long-term relationships, life-long careers and creative client solutions.
COMPANY SIZE
2,500 to 4,999 employees
INDUSTRY
Staffing/Employment Agencies
FOUNDED
2002
WEBSITE
http://www.vaco.com/