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