Receptionist / Customer Support Coordinator POST NUMBER: 465160

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

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 HR@vaco.com .

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.