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

1. 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.

1. 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.

1. 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.

1. 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