Office Operations Specialist

Prosum; Santa Clara (CA); On-site; USD 75,000 - 85,000; Full time

Job summary

Prosum in Santa Clara, CA is seeking an organized Office Operations Specialist to support daily operations, procurement, logistics, shipping coordination, and sales support for a growing technical services organization.

The role requires at least a 4-year degree and 3+ years of experience in related roles, with strong communication, vendor management, and CRM proficiency. Hybrid onsite work 4 days per week in Santa Clara.

Qualifications

• 4 year US/college degree required.
• 3+ years of experience in office administration, operations, logistics, procurement, or 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.
• Ability to work independently and collaborate across departments.

Responsibilities

• Manage daily office operations, supplies, facilities coordination, and vendor relationships.
• Coordinate inbound and outbound shipments, PO processing, and inventory replenishment.
• Prepare quotes, proposals, and service documents for customers.
• Support onboarding, meetings, travel, and administrative logistics.
• Maintain organized filing systems and records management.

Skills

Office Administration

Operations Management

Logistics

Procurement

Vendor Management

CRM Systems

Microsoft Office

Communication Skills

Time Management

Document Control

Education

Bachelor's degree

Tools

CRM systems

Job description

## 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.