Job Description
Position Summary:
We are seeking a highly organized and detail-oriented Administrative Assistant with a strong background in administrative support and accounts payable. This role is critical in ensuring the timely and accurate processing of vendor invoices, managing purchase order (PO) requests, and supporting overall office operations. The ideal candidate is an effective communicator, proficient in Microsoft Office (especially Excel), and excels at follow-up, organization, and multi-tasking in a fast-paced environment.
Key Responsibilities:
1. Accounts Payable Coordination
Receive and review all vendor invoices related to five properties located in Connecticut.
Accurately verify invoice information including:
Correct billing amount
Proper "Bill-To" designation
Correct property entity (e.g., not billed to Olymbec, but the specific entity name)
Valid and correct PO number
Appropriate supporting documentation confirming items/services were ordered and received
Track and organize all invoices in process, ensuring nothing falls through the cracks.
Proactively follow up with vendors to request corrections for inaccurate invoices.
Maintain a clear and consistent system for managing AP workflow and status updates.
2. Purchase Order (PO) Management
Create and enter PO requests in internal systems.
Collect and verify proper backup documentation from vendors prior to submission.
Coordinate with internal stakeholders to ensure POs align with budget and authorization protocols.
3. Administrative Support
Answer phones and route calls professionally.
Maintain accurate and up-to-date tenant contact lists.
Draft and manage communications with tenants, vendors, and internal teams.
Support various office functions and projects as needed.
4. Microsoft Office & Excel Proficiency
Create clean and functional Excel spreadsheets, using basic formulas and formatting for reporting and tracking.
Assist in developing easy-to-use forms and templates for internal use.
Must-Have Qualifications:
Strong administrative background (minimum 2-3 years preferred)
Experience with Accounts Payable processes and vendor communications
Excellent Microsoft Office skills, especially Excel (forms, formatting, basic formulas)
High attention to detail, time management, and organizational skills
Exceptional written and verbal communication skills-email etiquette is a must
Client service mindset with a proactive approach to problem-solving
Ability to manage multiple tasks and maintain accuracy in a deadline-driven environment
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.