Operations Specialist

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