Dedicated Office Coordinator

5 days ago

Palo Alto, California, United States Vaco Full time

We are seeking a skilled and organized Administrative Assistant to join our team in Palo Alto, CA. As an integral part of our office operations, you will provide exceptional support to our clients and internal teams.

About the Role:

This is a fantastic opportunity for someone who enjoys working in a fast-paced environment and is looking to grow their career in administration.

Key Responsibilities:
  • Administrative Support:
    • Answer and direct incoming phone calls professionally, ensuring prompt and efficient communication with clients and colleagues.
    • Schedule service appointments and dispatch technicians effectively, utilizing strong organizational skills to manage multiple tasks simultaneously.
    • Maintain accurate customer records and update files in the system, ensuring data integrity and security.
    • Prepare invoices, process payments, and handle billing inquiries, providing excellent customer service throughout the process.
  • Customer Service:
    • Provide friendly and helpful customer service to clients over the phone and in person, addressing their concerns and resolving issues efficiently.
    • Address and resolve customer complaints or escalate as needed, maintaining a positive and professional demeanor.
  • Office Management:
    • Monitor office supplies and place orders as necessary, ensuring a well-stocked and efficient workspace.
    • Keep the office clean, organized, and running smoothly, maintaining a high level of professionalism at all times.
  • Reporting and Compliance:
    • Assist with payroll preparation and submission, ensuring accuracy and timeliness.
    • Generate daily, weekly, and monthly reports for management, providing valuable insights and analysis.
    • Ensure compliance with company policies and procedures, maintaining a culture of transparency and accountability.
    Qualifications:
    • Education: High school diploma or equivalent (Associate's degree preferred).
    • Experience: 2 years of administrative or customer service experience, preferably in a small office setting.
    • Skills: Strong computer skills, including proficiency in MS Office (Word, Excel, Outlook), and ability to learn new software quickly.
    Compensation:

The estimated salary range for this role is $55,000 - $65,000 per year, depending on qualifications and experience. In addition to a competitive salary, we offer a comprehensive benefits package, including health insurance, retirement savings, and paid time off.

About Vaco:

Vaco is an Equal Opportunity Employer committed to creating a diverse and inclusive work environment. We believe that every individual deserves respect, empathy, and understanding, and we strive to foster a culture of belonging and growth.

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