Receptionist/Administrative Assistant at Vaco, LLC
Irvine, CA
About the Job
Vaco is partnering with our client, a dynamic real estate investment firm located in Irvine, CA, in their search for a dedicated Receptionist/ Administrative Assistant
Primary Responsibilities:
Serve as the first point of contact for employees, guests, and service providers, ensuring a professional and welcoming environment.
Manage a busy reception desk, collaborating with other receptionists to handle incoming visitors and calls.
Coordinate meeting room schedules, prepare rooms before and after meetings, and maintain neat and organized spaces.
Assist in organizing company meetings, scheduling appointments, and managing calendars for various departments.
Provide administrative support, including scanning, filing, photocopying, and ordering office supplies.
Assist with event planning and office upkeep, including managing office supply stock and coordinating maintenance requests.
Handle travel arrangements and prepare itineraries for staff as needed.
Receive and distribute mail, packages, and couriers, ensuring smooth internal communications.
Ensure security protocols are followed by monitoring visitor logs and issuing badges.
Requirements:
Minimum of an Associate’s degree; Bachelor’s degree preferred.
At least 1 year of professional office or receptionist experience.
Proficiency in Microsoft Office Suite (Outlook, Excel, Word); experience with Concur is a plus.
Strong organizational, multitasking, and time management skills.
Excellent written and verbal communication abilities.
Ability to work independently and collaboratively in a fast-paced environment.
Professional appearance and demeanor, with strong interpersonal skills.
Reliable transportation and the ability to lift up to 30 lbs.
Vaco 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 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 LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals
As part of this commitment, Vaco LLC 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
Vaco 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 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 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 agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies
California residents may access Vaco’s 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 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 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.
Primary Responsibilities:
Serve as the first point of contact for employees, guests, and service providers, ensuring a professional and welcoming environment.
Manage a busy reception desk, collaborating with other receptionists to handle incoming visitors and calls.
Coordinate meeting room schedules, prepare rooms before and after meetings, and maintain neat and organized spaces.
Assist in organizing company meetings, scheduling appointments, and managing calendars for various departments.
Provide administrative support, including scanning, filing, photocopying, and ordering office supplies.
Assist with event planning and office upkeep, including managing office supply stock and coordinating maintenance requests.
Handle travel arrangements and prepare itineraries for staff as needed.
Receive and distribute mail, packages, and couriers, ensuring smooth internal communications.
Ensure security protocols are followed by monitoring visitor logs and issuing badges.
Requirements:
Minimum of an Associate’s degree; Bachelor’s degree preferred.
At least 1 year of professional office or receptionist experience.
Proficiency in Microsoft Office Suite (Outlook, Excel, Word); experience with Concur is a plus.
Strong organizational, multitasking, and time management skills.
Excellent written and verbal communication abilities.
Ability to work independently and collaboratively in a fast-paced environment.
Professional appearance and demeanor, with strong interpersonal skills.
Reliable transportation and the ability to lift up to 30 lbs.
Vaco 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 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 LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals
As part of this commitment, Vaco LLC 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 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 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 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 agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies
California residents may access Vaco’s 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 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 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.
