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 Office Operations Specialist to manage day-to-day office administration, procurement, logistics, and sales support. The role requires a proactive, organized individual who can handle multiple priorities in a fast-paced environment and collaborate across departments.

You will coordinate shipments, maintain records, support onboarding, and generate reports to aid leadership decisions.

Qualifications

• 4 year US/College Degree required.
• 3+ years in office administration, operations, logistics or related roles.
• Strong organizational and time-management skills.
• Proficiency with Microsoft Office Suite and CRM systems.

Responsibilities

• Oversee daily office operations, procurement, vendor relationships and facilities coordination.
• Coordinate inbound/outbound shipments, PO processing, and inventory replenishment.
• Prepare quotes, proposals, and CRM-driven customer communications to support sales.
• Provide administrative support to leadership and cross-functional teams.

Skills

Organizational skills

Time-management

Written and verbal communication

Problem-solving

Independent work

Education

4 year US/College Degree

Tools

Microsoft Office Suite

CRM systems

Job description

Office Operations Specialist

Salary Range: $75,000 to $85,000

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.