Fulfillment Lead

Aegisventures; Irvine (CA); On-site; USD 45,000 - 55,000; Full time

Job summary

Aegis Ventures in Irvine, CA is seeking a Fulfillment Lead to manage end-to-end order processing across product lines, from receipt to invoicing and hand-off to warehouse. The role emphasizes close collaboration with the Head of Fulfillment & Operations to streamline workflows, improve order tracking, and coordinate inventory and procurement while delivering high-quality customer service.

This full-time desk-based position requires 4+ years in order processing or logistics; experience with QBO,

Qualifications

• 4+ years of experience in order processing, data entry, logistics or operations administration.
• Strong attention to detail and accuracy for high-volume orders.
• Experience with QuickBooks Online (QBO) and Salesforce is preferred.
• Familiarity with shipping platforms (FedEx, UPS) and freight/LTL processes.
• Clear written and verbal communication, plus good organization.
• Collaborative problem-solving mindset; able to balance multiple order streams.

Responsibilities

• Process all incoming customer orders across product lines from receipt to invoicing.
• Review purchase orders for pricing, quantities, and discrepancies; process orders in QBO and Salesforce.
• Generate shipping labels and prepare BOLs, packing lists, and invoices.
• Coordinate LTL and freight shipments and verify shipping details.
• Track time-and-materials billing for applicable orders and services.
• Partner with leadership to optimize order processing workflows and improve tracking.
• Hand off documents to warehouse and coordinate with staff on shipping priorities.
• Maintain inventory levels and assist with procurement tasks when time allows.
• Respond to customer inquiries and provide backup support for office duties.

Skills

Order processing

Data entry

Logistics

Operations admin

Attention to detail

Communication

Organization

Problem solving

Tools

QuickBooks Online

Salesforce

FedEx

UPS

Job description

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 — includingDatcard and Sorna Accessory orders — from receipt through invoicing and hand-off to the warehouse team forshipment.

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 relatedorders — from receipt through invoicing.
  • Review incoming purchase orders for pricing, quantities, units of measure, and discrepancies; process customerorders 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 andoptimize 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, andshipping.
  • 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 withwarehouse 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 prioritiessimultaneously.
• 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.