Admin / Accounting Specialist

Vaco is hiring for an Administrative Assistant opportunity in Salt Lake City UT

Onsite

Salary : 22-25.00 / hr

Position Summary

The Administrative Assistant will provide comprehensive support to the company’s operations, accounting, and sales departments. This role will handle a variety of administrative duties, including answering and directing calls, greeting visitors, managing mail and packages, assisting with travel and meeting arrangements, maintaining product sample inventory, and performing other clerical functions as needed. The ideal candidate will be detail-oriented, organized, and able to communicate effectively with customers, vendors, and internal teams.

Key Responsibilities

Receptionist & Accounting Support

Collect, sort, and distribute incoming mail and package deliveries.

Prepare and process outgoing FedEx shipment labels.

Greet visitors, determine their purpose, and direct or escort them to appropriate departments or personnel.

Operate a multi-line phone system to answer, screen, and forward calls; provide general information and take messages as needed.

Pull credit reports for new customers and assist with customer account setup.

Perform administrative tasks such as proofreading, transcribing handwritten notes, and operating calculators.

Provide information about company departments, employees, and services.

Order and maintain office and breakroom supplies.

Coordinate and place lunch orders for meetings and company functions.

Email account statements to customers and follow up with those behind on payments.

Operations & Sales Support

Manage all product samples, including receiving, tracking, organizing, and shipping to customers.

Maintain accurate inventory of product samples and coordinate recycling or disposal with the warehouse team.

Assist with trade show preparation, including managing deadlines and coordinating materials.

Support Regional Sales Managers by delivering product samples to local vendors or customers when needed.

Position Qualifications

Competency Statements

Accountability : Takes responsibility for actions and performance.

Accuracy : Completes work with precision and attention to detail.

Communication : Demonstrates clear and effective verbal and written communication.

Detail-Oriented : Pays close attention to all aspects of tasks and responsibilities.

Enthusiasm : Brings energy and positivity to daily work.

Integrity : Maintains honesty and professionalism at all times.

Initiative : Proactively identifies and addresses needs or problems.

Interpersonal Skills : Works well with diverse personalities and teams.

Judgment : Makes sound, informed decisions using available information.

Motivation : Strives to achieve goals and encourage others to perform well.

Organization : Effectively manages multiple priorities and maintains order.

Problem-Solving : Approaches challenges with creativity and logic.

Quality : Consistently produces high-quality, accurate work.

Reliability : Dependable and trustworthy in completing tasks.

Responsibility : Accountable for results and conduct.

Time Management : Manages workload efficiently to meet deadlines.

Working Under Pressure : Maintains performance and composure in stressful situations.

Skills & Abilities

Education / Training :

High school diploma or equivalent required; associate’s degree preferred.

Minimum of 1 year of experience in a receptionist or office support role.

Experience handling a multi-line phone system .

Strong customer service orientation with excellent interpersonal skills.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) .

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.

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 :

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.