Operations Specialist
hace 5 días
San Diego
Job Description Position: Operations Specialist Reports To: Operations Supervisor Location: San Diego, California Employment Type: Full-Time Position Overview The Operations Specialist supports the company’s day-to-day warehouse, order fulfillment, customer service, and general operational activities. Approximately 60% of the role will focus on warehouse operations, including receiving, inventory management, material movement, shipping, and order fulfillment. The remaining 40% will support customer order intake, customer inquiries, phone coverage, order documentation, Production equipment support and cross-functional operational coordination. The ideal candidate is organized, customer-focused, comfortable working in both an office and warehouse environment, and able to shift priorities based on daily operational needs. Key Responsibilities • Warehouse and Inventory Operations: Approximately 60%, • Receive, inspect, count, and verify incoming shipments against purchase orders, packing lists, and receiving documentation., • Document received materials accurately and report missing, damaged, or incorrect items to the supervisor., • Place applicable incoming materials in the designated quarantine area pending Quality Control inspection and release., • Store released materials and finished goods in their assigned warehouse locations., • Pick and deliver raw materials and components for production work orders., • Receive finished goods and unused materials returned from Production or Packaging., • Pick, pack, label, and stage customer shipments., • Verify products, lot numbers, quantities, shipping addresses, labels, and supporting documents before shipment., • Coordinate daily carrier pickups and prepare shipments by the required cutoff time., • Maintain accurate inventory records and document all inventory movements., • Assist with cycle counts, physical inventory counts, and investigation of inventory discrepancies., • Maintain warehouse cleanliness and complete required warehouse cleaning logs., • Perform routine inspections of warehouse equipment, including pallet jacks, forklifts, shelving, and material-handling equipment., • Follow applicable safety procedures, OSHA requirements, quality procedures, and company policies. These responsibilities preserve the primary receiving, work-order fulfillment, shipping, inventory, equipment-inspection, and compliance duties in the existing warehouse position. • Order Intake and Sales Order Support: Approximately 30%, • Receive customer purchase orders through email, phone, or other approved channels., • Review customer orders for product number, description, quantity, pricing, shipping address, requested delivery date, and special instructions., • Enter or coordinate entry of sales orders into the company’s ERP or order-management system., • Confirm order receipt and communicate order status to customers as appropriate., • Coordinate with Sales, Finance, Quality, Production, and Warehouse personnel to resolve order questions or missing information., • Monitor open orders and follow up on inventory availability, shipment readiness, backorders, and delivery status., • Maintain accurate and complete customer order records., • Assist with preparation of packing slips, commercial invoices, shipping documents, and other order-related documentation., • Escalate pricing discrepancies, credit holds, product complaints, regulatory questions, and unusual customer requests to the appropriate department., • Assist with returns, replacements, or credits according to approved company procedures., • Customer Support and General Office Operations: Approximately 10%, • Answer incoming company telephone calls professionally and route calls to the appropriate department or employee., • Respond to routine customer questions regarding order receipt, product availability, shipping status, tracking information, and general company information., • Document customer inquiries and ensure timely follow-up., • Provide customers with order confirmations, tracking information, invoices, packing slips, certificates, or other approved documents., • Escalate technical product questions, product complaints, adverse-event information, and quality concerns to Quality, Regulatory Affairs, Technical Support, or Management., • Maintain professionalism and confidentiality when communicating with customers, suppliers, carriers, and internal employees., • Assist with reception, visitor coordination, office supplies, courier services, document filing, and other routine operational activities., • Collaborate with Production, Quality, Regulatory Affairs, Sales, Finance, and Supply Chain to support daily business needs., • Production Equipment Support: When Qualified and Trained, • Assist trained Production or Engineering personnel with routine inspections of production equipment., • Perform basic preventive maintenance activities only after completing the required training and receiving authorization., • Maintain equipment inspection and preventive maintenance records., • Support coordination with external equipment service providers. Qualifications Required • Associate Degree or equivalent., • One to three years of experience in warehouse operations, order fulfillment, customer service, general operations, or a related role., • Strong attention to detail and organizational skills., • Professional verbal and written communication skills., • Comfortable answering business telephone calls and communicating with customers., • Ability to use Microsoft Outlook, Word, and Excel., • Ability to learn the company’s ERP, inventory-management, and shipping systems., • Ability to prioritize multiple assignments and adapt to changing operational needs., • Ability to maintain accurate records and follow written procedures., • Valid driver’s license., • Ability to stand or walk for extended periods., • Ability to lift up to 50 pounds unassisted and use appropriate assistance or material-handling equipment for heavier items. Preferred • Experience with NetSuite or another ERP or inventory-management system., • Experience processing customer purchase orders or sales orders., • Experience with UPS, FedEx, DHL, or LTL shipping systems., • Forklift or powered industrial truck experience and certification., • Experience using manual and electric pallet jacks., • Experience in a medical device, in-vitro diagnostic, pharmaceutical, biotechnology, or other regulated environment., • Familiarity with Good Documentation Practices and ISO 13485 quality-system requirements., • Mechanical aptitude or previous experience with equipment repair, manufacturing maintenance, automotive repair, electromechanical assembly, or industrial machinery., • Bilingual English and Chinese or English and Spanish communication ability. Working Conditions • Work is performed in both office and warehouse environments., • The employee may be exposed to moving equipment, shipping activity, temperature variations, dust, noise, and other normal warehouse conditions., • The role requires regular use of a computer and telephone., • The role may require standing, walking, bending, reaching, lifting, and moving materials., • Appropriate personal protective equipment must be used when required., • Occasional overtime may be required to support urgent customer orders, inventory counts, or operational needs. Benefits • Paid time off and sick leave, • Paid holidays, • 401(k), • Medical, dental, and vision insurance, • Life insurance with an optional voluntary life insurance buy-up, • Short-term disability insurance, • Employee Assistance Program