Vaco Recruiter Services
Receptionist / Customer Support Coordinator
Vaco Recruiter Services, Costa Mesa, California, United States, 92626
Receptionist / Customer Support Coordinator – Temp to Hire, 100% Onsite
Position Overview
The Receptionist / Customer Support Coordinator serves as the first point of contact for customers, handling inbound calls, routing support requests, assisting with customer account setup, and supporting billing and administrative processes. This role requires strong attention to detail, clear communication, and comfort working across multiple systems while coordinating with technical support, sales, and finance teams.
Key Responsibilities Front Desk & Call Handling
Answer inbound customer calls and collect complete contact and company information using ACT! software.
Obtain a brief description of the customer’s issue and accurately document details for technical support.
Confirm and record the best call‑back number for each customer.
Enter all call details into the message board, including contact source, priority level, and customer region based on time zone.
Route new sales leads to the sales team or collect information and forward to the sales department when unavailable.
Customer Support & Internal Coordination
Assign and manage support requests using defined priority levels.
Coordinate Redline Pay inquiries with the appropriate team members, serving as an initial point of contact when needed.
Communicate clearly with internal teams to ensure timely customer follow‑up.
New Customer Setup & Account Management
Create and maintain new customer records in ACT!, including customer IDs, support status, pricing details, dealer type, and documentation.
Upload contracts, price files, and customer documentation accurately.
Set up customers in Payjunction, collect payment information, and establish monthly recurring billing.
Contact customers directly to obtain credit card or ACH details in a professional and secure manner.
Customer Cancellations
Process cancellation requests with proper written documentation.
Remove recurring payments promptly to prevent future billing.
Update customer status and access expiration dates across systems to ensure accurate account management.
Reporting & Administrative Support
Prepare and update the Fullsteam Monthly Scorecard, tracking new sales, lost sales, and recurring revenue.
Assist with billing and data migration initiatives related to the transition to Fullsteam systems.
Support internal teams with data validation, spreadsheet updates, and system clean‑up as needed.
Qualifications
Strong organizational and data entry skills with high attention to detail.
Comfortable working with CRM systems, spreadsheets, and billing platforms.
Clear verbal and written communication skills.
Ability to prioritize tasks and work cross‑functionally with multiple departments.
Basic Excel knowledge required; experience with customer databases and billing systems preferred.
Compensation & Benefits 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. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.
Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.
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Key Responsibilities Front Desk & Call Handling
Answer inbound customer calls and collect complete contact and company information using ACT! software.
Obtain a brief description of the customer’s issue and accurately document details for technical support.
Confirm and record the best call‑back number for each customer.
Enter all call details into the message board, including contact source, priority level, and customer region based on time zone.
Route new sales leads to the sales team or collect information and forward to the sales department when unavailable.
Customer Support & Internal Coordination
Assign and manage support requests using defined priority levels.
Coordinate Redline Pay inquiries with the appropriate team members, serving as an initial point of contact when needed.
Communicate clearly with internal teams to ensure timely customer follow‑up.
New Customer Setup & Account Management
Create and maintain new customer records in ACT!, including customer IDs, support status, pricing details, dealer type, and documentation.
Upload contracts, price files, and customer documentation accurately.
Set up customers in Payjunction, collect payment information, and establish monthly recurring billing.
Contact customers directly to obtain credit card or ACH details in a professional and secure manner.
Customer Cancellations
Process cancellation requests with proper written documentation.
Remove recurring payments promptly to prevent future billing.
Update customer status and access expiration dates across systems to ensure accurate account management.
Reporting & Administrative Support
Prepare and update the Fullsteam Monthly Scorecard, tracking new sales, lost sales, and recurring revenue.
Assist with billing and data migration initiatives related to the transition to Fullsteam systems.
Support internal teams with data validation, spreadsheet updates, and system clean‑up as needed.
Qualifications
Strong organizational and data entry skills with high attention to detail.
Comfortable working with CRM systems, spreadsheets, and billing platforms.
Clear verbal and written communication skills.
Ability to prioritize tasks and work cross‑functionally with multiple departments.
Basic Excel knowledge required; experience with customer databases and billing systems preferred.
Compensation & Benefits 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. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.
Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.
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