Fulfillment Lead

Fulfillment Lead

Irvine, California

About Aegis Ventures

Aegis Ventures is a next-generation startup studio that partners with entrepreneurs and industry leaders to originate, launch, and scale transformative companies, with a focus on artificial intelligence. The Aegis platform brings together market-shaping ideas, permanent growth capital, and ambitious individuals who are driven to solve major societal problems. Our companies use technology to transform healthcare by dramatically improving quality, access, and cost. Aegis creates new companies with substantial input from our Digital Consortium of a dozen leading health systems and other ecosystem partners. We have launched 6 innovative companies to date and are just getting started.

About the Company

Avandra Imaging's mission is to unlock clinical data to overcome previously impossible medical challenges, bringing hope and medical breakthroughs that transform patient lives. Avandra is poised to revolutionize healthcare research and innovation by creating the largest indexed data cloud of medical imaging. This platform will unlock unprecedented access to real-world imaging data, essential for biopharma research, medical device innovation, AI model training, and improved patient care.

Leveraging its strategic acquisitions, Avandra aims to aggregate and de-identify vast amounts of imaging data, providing frictionless access to this invaluable resource. With a national footprint of over 5,000 customer integrations and a market share of approximately 70%, this robust infrastructure supports their core business, ensuring continued growth and cash flow to fuel their innovative data cloud platform.

About the Job

As the Fulfillment Lead, you'll be responsible for processing incoming customer orders across product lines including Datcard and Sorna Accessory orders from receipt through invoicing and hand-off to the warehouse team for shipment.

Given current order volume, this is expected to be a full-time role centered on order processing. Beyond day-to-day processing, this person works closely with the Head of Fulfillment & Operations leadership to identify and put in place improvements to how orders are processed and tracked, and provides input on inventory and procurement needs.

What You'll Do

• Order Processing (Primary Focus):
  • Process all incoming customer orders across product lines including Accessory orders and Service related orders from receipt through invoicing.
  • Review incoming purchase orders for pricing, quantities, units of measure, and discrepancies; process customer orders and invoices in QuickBooks Online (QBO) and Salesforce.
  • Generate shipping labels (FedEx, UPS) for warehouse staff to print and fulfill on-site.
  • Create and maintain Bills of Lading (BOLs), packing lists, commercial invoices, and other required shipping documentation.
  • Coordinate LTL and freight shipments, including scheduling pickups and obtaining carrier quotes; verify consignee information, shipping requirements, and delivery instructions.
  • Track time-and-materials billing for applicable orders and services.
• Process Improvement & Order Tracking:
  • Partner with the Head of Fulfillment and Operations leadership to identify opportunities to systematize and optimize order processing and fulfillment workflows.
  • Help build and maintain a shared order-status tracking process across product lines so every order is accounted for once, preventing duplicate processing and missed orders.
  • Flag recurring errors or bottlenecks (e.g., order accuracy, shipping delays) and help design and implement fixes.
• Fulfillment Coordination:
  • Hand off completed labels, invoices, and order documentation to the warehouse team for picking, packing, and shipping.
  • Coordinate with warehouse staff on order readiness and shipping priorities.
  • Support the shipping process for accessories, systems, RMAs, and customer orders from processing through hand-off to the warehouse team.
• Inventory & Procurement Support:
  • Maintain accurate inventory levels for accessories, hardware, and operational supplies, in coordination with warehouse staff.
  • Support weekly inventory counts and cycle counts to help ensure inventory accuracy.
  • Maintain receiving logs and inventory tracking documentation; communicate replenishment needs to Operations.
  • Assist with procurement tasks (e.g., QBO purchase orders, vendor web portals) as time allows, with opportunity to take on more of this over time.
• Customer & Team Support:
  • Respond to customer order inquiries, RMA requests, shipping questions, and product return coordination.
  • Interact directly with customers by phone and electronically to ensure a positive customer care experience.
  • Support operational continuity by assisting with team responsibilities during absences or increased workload.
  • Collaborate with fulfillment and warehouse team members to keep orders moving smoothly.
  • Provide backup support for office administrative functions as needed.

What You'll Need

• 4+ years of experience.
• Prior experience in order processing, data entry, logistics, or operations administration strongly preferred.
• Exceptional attention to detail and accuracy, particularly when processing a high volume of orders.
• Proficiency with QuickBooks Online (QBO), Salesforce, and standard shipping platforms (FedEx, UPS, freight/LTL), or comfort learning new systems quickly.
• Strong written and verbal communication skills; responsive and professional with customers, vendors, and internal team members.
• Excellent organizational skills and ability to manage multiple order streams, inboxes, and priorities simultaneously.
• A collaborative, problem-solving mindset interested in identifying and helping fix process gaps, not just processing orders as-is.
• This is primarily a desk-based role; regular physical presence in the warehouse is not required.

Hourly Rate

• $33.00 - $40.00 per hour, non-exempt.

Aegis Ventures is a proud Equal Opportunity Employer we recruit, train, compensate and promote our team members based on qualifications. We encourage you to apply regardless of your race, religion, national origin, sex, gender identity, sexual orientation, disability, age, veteran status, or any other applicable legally protected characteristics.