Office Coordinator

About the Company

Our client is a well-established company in the nutraceuticals industry, specializing in high-quality ingredients and products used in health and wellness. They operate in a collaborative, fast-paced environment and are looking to add a reliable, detail-oriented Office Coordinator to support their day-to-day operations.

Position Overview

The Office Coordinator will serve as the central point of contact for office operations, supporting administration, logistics, and light sales coordination. This is a highly visible, hands-on role where you’ll help keep the office running smoothly and efficiently.

This position is ideal for someone who thrives in a stable, long-term role, enjoys wearing multiple hats, and can work independently with minimal supervision.

Key Responsibilities

Office Administration

• Manage general office operations and serve as the main point of contact for administrative needs
• Process expense reports and assist with reimbursements
• Coordinate vendor payments (e.g., utilities, telecom, insurance, etc.)
• Maintain organized records and documentation
• Support employee-related administrative tasks (benefits coordination, onboarding support, etc.)

Logistics & Operations

• Assist with inventory tracking and reporting
• Coordinate shipments, returns, and sample distribution
• Support warehouse coordination and basic stock reconciliation
• Ensure smooth flow of goods and documentation across internal and external partners

Sales Support

• Provide administrative support to the sales team as needed
• Assist with order processing and documentation
• Help coordinate materials and logistics tied to customer needs
• Act as a liaison between internal teams and external partners

General Office Coordination

• Order office supplies and maintain a clean, organized workspace
• Coordinate meetings, schedules, and occasional office events
• Serve as the go-to person for day-to-day office needs
• Support leadership with ad hoc tasks and projects

Qualifications

• 2–5+ years of experience in an administrative, office coordinator, or operations role
• Experience in a small to mid-sized company environment is a plus
• Strong organizational skills with excellent attention to detail
• Ability to multitask and manage shifting priorities
• Self-starter who can work independently and take ownership
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Strong communication and interpersonal skills

What They’re Looking For

• Someone dependable, consistent, and detail-driven
• Comfortable working in a fully onsite role
• A “go-to” team player who enjoys supporting multiple functions
• Someone who values stability and long-term growth within a company

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.