Operations Support Assocaite

Role Overview

The Operations & Customer Support Associate role assists with day-to-day operational, inventory, and customer service needs. This role plays a critical part in ensuring accurate inventory management, timely fulfillment, regulatory compliance, and smooth coordination between internal teams and field partners.

This is a hands-on role suited for someone who enjoys seeing work through to completion, supporting others thoughtfully, and applying practical problem-solving to keep operations running smoothly.

Key Responsibilities

• Prepare, ship, receive, and manage inventory, including trays and related materials, while maintaining organization and accuracy within the stockroom.

• Collaborate with cross-functional team members to ensure accurate inventory tracking and adherence to operational standards.

• Serve as a reliable point of contact for customer service requests related to products, orders, logistics, and service needs.

• Support daily operations including picking, packing, restocking, and coordinating fulfillment requests.

• Review billing invoices for accuracy and identify discrepancies for escalation when necessary.

• Track, organize, and maintain contracts, licenses, and renewal documentation for facilities, manufacturers, and distributor representatives.

• Manage weekly inventory processes, including inventory tracking, discrepancy logging, and compliance with FDA requirements and internal policies.

• Maintain digital filing systems by scanning and organizing case sheets and operational documentation.

• Complete reporting and data entry tasks, including purchase order entry and preparation of inventory and aging reports.

• Answer incoming phone calls and route inquiries appropriately.

• Process customer payments received by phone in accordance with company financial and security procedures.

• Provide operational support to leadership through ad hoc projects, research, and on-site operational coverage as needed.

Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree in business, operations, or a related field preferred.

• 1–3 years of experience in operations, inventory management, customer service, or administrative support.

• Experience working in regulated or medical environments preferred but not required.

• Proficiency with Microsoft Word, Excel, and Outlook.

• Experience with data entry, reporting, and digital file management.

• Strong organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.

• Ability to follow established processes while identifying opportunities for improvement.

• Strong communication skills and a collaborative, service-oriented mindset.

Core Competencies

• Organization & Time Management: Maintains well-structured files, documentation, and inventory records while effectively prioritizing multiple responsibilities.
• Attention to Detail: Ensures accuracy in inventory tracking, documentation, data entry, and order fulfillment.
• Communication: Communicates clearly and professionally with internal teams, facilities, and external partners.
• Reliability: Demonstrates punctuality, consistent attendance, and dependable follow-through.
• Customer Service Mindset: Approaches requests and inquiries with patience, professionalism, and a solutions-oriented attitude.
• Computer Proficiency: Comfortable using Microsoft Word, Excel, Outlook, and learning new internal systems.
• Adaptability & Problem-Solving: Handles routine issues independently, adapts to shifting priorities, and escalates concerns appropriately.
• Accountability: Takes ownership of responsibilities and ensures tasks are completed accurately and on time.

Physical Requirements & Schedule

• Responsibilities include physical handling and assembly of materials.

• Ability to lift and move inventory (approximately 25–50 lbs).

• Comfortable standing or walking for extended periods.

• Standard work schedule is Monday–Friday.

• Participation in an on-call rotation approximately once every 5–6 weeks, requiring scheduling flexibility.