IPS Administrative Specialist I (34804)

KLS Martin Group; Jacksonville (FL); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Competitive benefits

Parental leave

Training and development

Job summary

KLS Martin Group is seeking an IPS Administrative Specialist I to support the processing, documentation, and readiness of IPS cases. You will create and maintain sales and production orders, prepare invoices, and ensure accuracy and compliance across DHRs and case documentation.

This role collaborates with Manufacturing and Engineering to maintain production efficiency. The position emphasizes HIPAA-related documentation standards, audit readiness, and timely order fulfillment within the IPS

Qualifications

• Good knowledge of IPS Administration procedures, including sales order creation and invoicing.
• Ability to assemble Device History Records (DHRs) and supporting docs.
• Attention to detail to ensure audit-ready documentation and compliance.

Responsibilities

• Create and maintain sales and production orders in SAP for IPS cases.
• Coordinate with engineering for current case checklists prior to production release.
• Deliver production packets and assemble DHRs and photos for shipping.
• Invoice IPS cases in SAP after manufacturing confirmation.
• Monitor department emails and update stock numbers for customers.

Skills

IPS Administration

Microsoft Office

Data integrity

Document control

Communication skills

Education

High School Diploma or equivalent

AA degree preferred

Tools

SAP

IPS Gate

Job description

Who We Are

At KLS Martin, we offer a unique opportunity to contribute to the success of a dynamic and thriving company whose products are used daily across the world to help surgical patients.
The KLS Martin Group is a worldwide leader in creating surgical solutions for the craniomaxillofacial and cardiothoracic fields. Surgical innovation is our passion, and we are constantly working with surgeons to improve surgical care for their patients. Our product portfolio includes titanium and resorbable implants for reconstruction, innovative distraction devices to stimulate bone lengthening, over 4,000 surgical instruments, and other surgical products designed specifically for CMF and cardiothoracic surgeons.
KLS Martin is an innovative leader in the treatment of CMF deformities and trauma cases. We use Individual Patient Solutions (IPS) by using our proprietary IPS products where CT scans are used to custom design implants that are created specifically for that individual patient. This technology allows our surgeons to provide the best in class treatment for their patients.

Who We Are

At KLS Martin, we offer a unique opportunity to contribute to the success of a dynamic and thriving company whose products are used daily across the world to help surgical patients.
The KLS Martin Group is a worldwide leader in creating surgical solutions for the craniomaxillofacial and cardiothoracic fields. Surgical innovation is our passion, and we are constantly working with surgeons to improve surgical care for their patients. Our product portfolio includes titanium and resorbable implants for reconstruction, innovative distraction devices to stimulate bone lengthening, over 4,000 surgical instruments, and other surgical products designed specifically for CMF and cardiothoracic surgeons.
KLS Martin is an innovative leader in the treatment of CMF deformities and trauma cases. We use Individual Patient Solutions (IPS) by using our proprietary IPS products where CT scans are used to custom design implants that are created specifically for that individual patient. This technology allows our surgeons to provide the best in class treatment for their patients.

KLS Martin Guiding Principles

• Established, Privately Held Business Group: Responsive to customers, not shareholders. KLS Martin has manufactured medical products since 1896, and we have sold our products in the United States under the KLS name since 1993. We have always been, and always will be, privately owned.
• Patient Focus: We design products with the patient in mind CMF, Thoracic & Hand
• Product to Table: Integrated planning, design, manufacturing and distribution process
• Educational Partner: Our primary focus for support is on education
• Inventory Alliance: Inventory management is critical to patient treatment/outcome
• Surgical Innovation is Our Passion: More than just a tagline

What We Offer

• We provide full time employees with a competitive benefits package, including paid parental leave
• In house training and professional development opportunities
• A culture of creativity and innovation by drawing on diverse perspectives and ideas to drive surgical innovation

Job Summary

The IPS Administrative Specialist I is responsible for performing essential administrative functions that support the processing, documentation, and readiness of Individual Patient Solution (IPS) cases. This role includes creating and maintaining sales and production orders, preparing invoices, and ensuring all case-related documentation is accurate, compliant, and properly uploaded. The Specialist I manages Device History Records, assists with case checklists, and provides administrative support to Manufacturing and Engineering. This position is critical to maintaining production efficiency, documentation quality, and compliance within the IPS Administration department.

Essential Functions, Duties, And Responsibilities

• Create and maintain accurate sales orders and production work orders in SAP for all IPS cases, ensuring data integrity and compliance with controlled procedures.
• Coordinate with engineering to confirm case checklists are current and reflect updates needed prior to production release.
• Deliver physical production packets to designated manufacturing or shipping areas to support case execution.
• Assemble Device History Records (DHRs) and photo documentation, pushing cases to the appropriate shipping status.
• Invoice completed IPS cases in SAP following manufacturing confirmation, ensuring billing accuracy and timely processing.
• Verify all tasks are correct for IPS cases in IPS Gate by checking documentation, system requirements, and case details are fully completed.
• Monitor and respond to department emails daily, addressing stock number changes, customer updates, or case requirements in a timely and professional manner.
• Communicate effectively with internal teams, including Manufacturing, and Engineering to support accurate case processing and timely order fulfillment.
• Assist with general office and administrative tasks to maintain smooth and efficient departmental operations.
• Maintain a clean, organized, and audit-ready workspace, ensuring adherence to safety, confidentiality, and quality requirements.
• Perform other related duties as assigned.

Qualifications

Educational and Experience Requirements

• High School Diploma or Equivalent, AA degree preferred or equivalent combination of education and experience.
• Proficient user of Microsoft Office applications.

Knowledge, Skills, And Abilities

• Good knowledge of IPS Administration procedures, including sales order creation, production work order setup, invoicing, and case closure in SAP and IPS Gate.
• Ability to accurately maintain and assemble Device History Records (DHRs) and supporting documentation in compliance with established standards.
• Ability to learn and apply skills with electronic tools and systems for order management, documentation, and communication.
• Attention to detail and accuracy when managing sensitive documentation to ensure quality and compliance.
• Ability to manage multiple priorities and tasks efficiently in a time-sensitive production environment.
• Effective communication skills with the ability to collaborate empathetically with Manufacturing, Engineering, and other internal teams.
• Strong organizational skills to maintain audit-ready workspaces and ensure documentation and data integrity.
• Ability to follow established SOPs and controlled procedures while adapting to updates or new departmental requirements.
• High level of customer service, maintaining professionalism and a positive attitude in all interactions.
• Commitment to upholding KLS Martin’s workplace quality and safety policies, and HIPAA requirements related to IPS Administration production and documentation.

Skill Requirements

• Typing/computer keyboard
• Utilize computer software (specified above)
• Retrieve and compile information
• Maintain records/logs
• Verify data and information
• Organize and prioritize information/tasks
• Operate office equipment
• Verbal communication
• Written communication
• Research, analyze and interpret information
• Basic mathematical concepts (e.g. add, subtract)

Physical Requirements

• Sitting for extended periods
• Extended periods viewing computer screen
• Walking
• Reading
• Speaking
• Hear/Listen
• Maintain regular, punctual attendance
• Lifting/carrying up to 20 pounds various items
• Repetitive Motions
• Reaching/Grasping
• Writing

Hazards

• Normal office environment

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

KLS Martin is a drug free employer