Office Operations Specialist
$75k - $85kProsum (United States)
- # Office Operations Specialist**Santa Clara,CA95054**Employment Type:PermJob Number: 25699Remote Options: Onsite## Job Description**Office Operations Specialist** *Salary Range: $75,000 to $85,000* Minimum of 4 days onsite per week in Santa Clara, with additional days as needed **Position Summary** We are seeking a highly organized and proactive Office Operations Specialist to support the day-to-day operations of a growing technical services organization. This role is responsible for overseeing office administration, procurement, logistics, shipping coordination, and sales support activities. The ideal candidate is resourceful, detail-oriented, and capable of managing multiple priorities while working independently in a fast-paced environment. **Key Responsibilities** Office Administration & Facilities* Manage daily office operations, including supplies, facilities coordination, and vendor relationships.* Serve as a primary point of contact for internal administrative needs and external office inquiries.* Maintain organized digital and physical filing systems, ensuring accurate records management and document control.* Coordinate meetings, calendars, travel arrangements, and other administrative logistics for team members.* Support employee onboarding activities, including equipment setup, workspace preparation, and coordination with internal departments.* Oversee incoming and outgoing mail, packages, and deliveries.Shipping, Logistics & Procurement* Coordinate inbound and outbound shipments, including freight, courier, and specialty deliveries.* Process purchase orders and work with vendors to ensure timely delivery of materials and services.* Receive, inspect, and distribute incoming materials while addressing delivery or quality concerns as needed.* Monitor inventory levels and coordinate replenishment of office and project-related supplies.* Track shipping activity, delivery schedules, and associated costs to support operational efficiency.* Source materials and equipment from qualified suppliers based on project and operational requirements.Sales & Customer Support* Prepare and distribute quotes, proposals, service documentation, and customer-facing materials.* Follow up on open quotes, service requests, and customer inquiries to support business development efforts.* Maintain accurate customer and opportunity records within CRM systems.* Coordinate with technical teams to gather information required for proposals and customer communications.* Generate reports and track pipeline activity to support leadership decision-making.Administrative & Project Support* Provide administrative support to leadership and technical staff.* Assist with special projects, research assignments, and cross-functional initiatives.* Identify opportunities to improve office processes and operational workflows.* Support organizational objectives through effective prioritization, communication, and execution of critical tasks. **Required Qualifications** * 4 year US/College Degree* 3+ years of experience in office administration, operations, logistics, procurement, customer support, or a related role.* Strong organizational and time-management skills with the ability to manage multiple priorities.* Experience coordinating vendors, purchase orders, shipping activities, and inventory management.* Proficiency with Microsoft Office Suite and CRM systems.* Excellent written and verbal communication skills.* Strong problem-solving abilities and attention to detail.* Ability to work independently and collaborate effectively across departments. **Preferred Qualifications** * Experience supporting engineering, manufacturing, technical services, or industrial environments.* Familiarity with procurement processes, logistics coordination, and inventory control.* Experience generating quotes, proposals, and operational reports. **Work Environment** * Primarily office-based with occasional handling of shipments, materials, and office supplies.* Ability to lift and move packages and materials as required.
- J-18808-Ljbffr Prosum (United States)
Vacancy posted 4 days ago
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