Administrative Assistant

We've partnered with our client in Quincy, MA who is looking for an administrative support specialist to join their team.

The Administrator supports day?to?day operational and financial functions, ensuring timely and accurate processing of data, invoices, payments, and vendor information. This role works closely with the Finance team to maintain smooth workflows, resolve discrepancies, and uphold strong organizational practices.

• Enter, review, and maintain accurate data across internal systems while performing AP/AR tasks, including invoice coding, payment posting, and reconciliation.
• Process vendor invoices, schedule and execute payments, and maintain accurate vendor records.
• Add and set up new vendors in Yardi, UKG, and other internal platforms while ensuring compliance with company requirements.
• Communicate with vendors to obtain documentation, resolve issues, and address discrepancies related to invoices or payments.
• Support the Finance team with reporting, document preparation, data tracking, and reconciliation activities.
• Assist with month?end and year?end financial processes as needed.
• Utilize Yardi, UKG, and Microsoft Excel to complete daily tasks, run reports, and ensure data integrity across ERP systems and spreadsheets.

• Previous administrative or accounting support experience preferred.
• Familiarity with AP/AR workflows.
• Experience with Yardi, UKG, and Excel highly beneficial.
• Strong attention to detail, organization, and communication skills.
• Ability to work both independently and collaboratively in a fast?paced 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.

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.

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  .

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…