Operations Assistant

medmix; Salem (NH); On-site; USD 42,000 - 56,000; Full time

Job summary

medmix is seeking an Operations Administrator to provide high-level administrative support to the Management team and leadership staff. You will answer inquiries, coordinate activities, and organize multiple functions of the organization while handling special projects.

Responsibilities include managing shipments, ISF reviews, pricing verification, updating timelines, and coordinating inbound containers for warehouse delivery.

Qualifications

• 2+ years of experience in a related administrative/support role.
• Strong written and verbal communication skills.
• Proficient in MS Office and document management.

Responsibilities

• Provide high-level administrative support to Management and leadership.
• Manage inquiries and coordinate information for internal and external parties.
• Coordinate and schedule shipments and inbound containers for warehouse delivery.
• Maintain and track shipment documentation, timelines, and receiving schedules.
• Serve as liaison between freight forwarders and customs brokers.
• Monitor shipment status and notify stakeholders of updates.
• Prepare and distribute shipment-related communications to internal teams.

Skills

Administrative support

Communication

Organization

Education

High School Diploma or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Job description

medmix is a global leader in high-precision delivery devices. We occupy leading positions in the healthcare, consumer, and industrial end-markets. Our customers benefit from our dedication to innovation and technological advancement that has resulted in over 900 active patents. Our 14 production sites worldwide, together with our highly motivated and experienced team of nearly 2,700 employees provide our customers with uncompromising quality, proximity, and agility. medmix is headquartered in Baar, Switzerland.

We are seeking an Operations Administrator responsible to provide high level administrative support and assistance to the Management team, and other assigned leadership staff. Responsible to answer inquiries and obtain information for general public, customers, visitors, and other interested parties. Responsible to provide information regarding activities conducted at the location, offices, and employees within organization and organizes and coordinates multiple functions of the organization, as well as special projects.

• 2+years of experience in related support role
• Manage incoming shipments from origin
• Review and monitor Importer Security Filings (ISF)
• Verify shipment pricing and ensure accuracy
• Update shipment timelines, expected arrival dates, and receiving schedules.
• Coordinate and schedule inbound containers for warehouse delivery.
• Maintain and track the Air Freight Log, ensuring all records are current and accurate.
• Serve as the primary liaison between freight forwarders and customs brokers.
• Monitor shipment status and proactively address transportation or customs clearance issues.
• Communicate shipment updates to internal stakeholders and warehouse teams.
• Coordinate delivery appointments and ensure timely receipt of goods.
• Investigate and report shipment shortages, discrepancies, and damages.
• Ensure warehouse teams receive complete and accurate documentation before deliveries arrive.

Other:

• Ability to read, write, and follow instructions and procedures
• Ability to initiate and implement work procedures relevant to the organization and efficiency of the regular functions of the position
• Ability to work and communicate effectively with personnel at all levels within the organization, including internal and external customers when required
• Strong written communication skills to compose appropriate e-mails to external and internal customers
• Proficiency in the use of personal computers, including Microsoft products (Word, Excel, PowerPoint)

Education: High School Diploma or equivalent