Overview

Overview We are looking for a detail-oriented and highly organized Associate Operations Analyst to join our team. In this role, you will play a key part in supporting daily operational functions, including employee onboarding, employee expense management, travel booking and reconciliation, general office supply ordering, and compliance training coordination to ensure timely completion of state-mandated requirements. Your strong attention to detail and exceptional organizational skills will be critical in maintaining smooth internal processes, ensuring compliance, and contributing to overall operational efficiency and excellence. Key Responsibilities Employee Onboarding Manage end-to-end onboarding for new employees Initiate the onboarding process, ensuring all required documentation (e.g., contracts, NDAs, I-9s, background checks) is completed prior to the employee's start date Monitor onboarding progress and follow up as needed to ensure timely completion of all pre-employment requirements Expense Management Review and process daily submitted employee expenses Enter and track expenses using our internal system (ChromeRiver) Maintain and update the expense tracker regularly Approve and audit expense submissions for accuracy and policy compliance Work with the employee, their manager, payroll team and IT support to identify and resolve issues Travel Coordination Assist with travel arrangements (flights and hotels) Track and reconcile travel-related charges on a monthly basis Office Supply & Business Support Manage general office supply orders across teams that are requested Coordinate requests and ensure timely fulfillment of business needs Compliance Training Send compliance training notifications and reminders to employees Follow up to ensure timely completion of state-mandated training requirements Collaborate closely with HR to ensure employee compliance training records are up to date Requirements Proven experience in data entry, administrative support, or operations coordination Previous experience with employee onboarding is a strong plus High attention to detail and strong accuracy in managing data and processes Proficiency in Google Sheets and Microsoft Excel Excellent organizational and time management skills; ability to manage multiple priorities Strong written and verbal communication skills for cross-functional coordination Ability to work both independently and collaboratively in a fast-paced environment Comfortable handling sensitive and confidential information with professionalism and discretion Familiarity with tools such as ChromeRiver, travel booking platforms, is a plus Self-starter with a proactive mindset and strong sense of ownership Must be available to work during U.S. business hours, specifically aligned with the Pacific Time (PST) zone By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. 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 f