Customer Service / Office Admin

Vaco is hiring for a Customer Service / Office Admin
Location: Chicago, IL
Compensation: 450-$55/annually

Primary Responsibilities
Primary responsibility to interact with customers, addressing their questions and concerns, and resolving issues to ensure satisfaction. Acts as the company’s first point of contact, providing information, processing orders, and handling returns or complaints. Maintains accurate records of customer interactions for quality analysis. Provides operational support for the Sales/Marketing team to promote revenue growth, productivity, and exceptional levels of customer service satisfaction. Additionally, this role oversees day-to-day office operations, facility needs, front-desk duties, and general administrative responsibilities to ensure an organized, efficient, and professional office environment.

Responsibilities / Duties
Customer Service & Sales Support

• Process incoming customer orders accurately and efficiently. Verify details, pricing, quantities, inventory levels, and shipping requirements.
• Collaborate with cross-functional teams—Sales, Inventory Management, and Logistics—to ensure timely and accurate order fulfillment. Serve as liaison between teams.
• Prepare documents for domestic and international shipments, including pro-forma invoices where needed.
• Address customer inquiries regarding order status, delivery timelines, and product information.
• Communicate ship schedules, issues, and delays to customers to ensure reasonable expectations.
• Understand and implement customer invoicing requirements (EDI, ASN, online portals, various invoicing systems).
• Prepare, issue and transmit invoices to customers accurately and on time. Resolve invoice delivery issues.
• Ensure proper billing of freight and special charges.
• Prepare daily reports of open (not yet shipped) and invoiced orders.
• Maintain customer records with accuracy and confidentiality.
• Manage price/promo sheets and enter discounts as needed.
• Support the Sales team with updates, reports, communication, and general administrative assistance.
• Answer incoming consumer calls, assisting with inquiries and concerns to ensure a positive consumer experience.
• Manage consumer concerns, de-escalate tense situations, and provide satisfactory resolutions.
• Maintain a consumer response log of comments, concerns, and issues.
• Participate in process-improvement initiatives to enhance order-processing efficiency.
• Aid in the development and implementation of Food Safety Fundamentals and the Food Safety Plan under the BRCGS system.
• Reporting and additional tasks as assigned.

Administrative Duties

• Act as the first point of contact for all visitors, vendors, customers, and auditors arriving on-site.
• Responsible for opening the main entrance door whenever the doorbell rings and greeting visitors professionally and courteously.
• Maintain a clean, organized, and professional reception and office environment.
• Oversee office supply inventory; order, track, and restock as needed.
• Coordinate with external vendors (cleaning, maintenance, office supplies, IT assistance, etc.).
• Submit and follow up on maintenance requests and facility issues until resolution.
• Manage incoming/outgoing mail, packages, and deliveries; distribute internal mail.
• Prepare outgoing shipments and coordinate pickup schedules when needed.
• Support leadership with administrative tasks, scheduling, document preparation, and interdepartmental communication.
• Maintain updated phone directories, visitor logs, and departmental forms.
• Monitor cleanliness and organization of shared spaces (breakroom, conference rooms, reception, restrooms).
• Perform simple troubleshooting of office equipment and coordinate repairs as needed.
• Support internal departments with administrative tasks and projects as assigned.

Qualifications

• Ability to multi-task and handle numerous assignments simultaneously.
• A forward-thinking mindset focused on productivity and exceptional service.
• Strong customer-centric approach.
• Excellent communication, problem-solving, and interpersonal skills.
• Ability to work well both independently and within a team environment.
• Professional, positive, and enthusiastic attitude.
• Excellent listening and feedback skills.

Education / Experience

• Bachelor’s degree; and three to five years of related experience and/or training; or equivalent combination of education and experience.

Specific Knowledge, Skills & Systems

• Proficient in Microsoft Excel, Word, and PowerPoint.
• Experience with Microsoft Dynamics GP and True Commerce preferred.

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

[email protected]

.

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:

• 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 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.