Operations Specialist

IPD Dental Group USA; Miami (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

IPD Dental Group USA is seeking an Operations Specialist to support daily operations, manage inventory, and oversee order fulfilment from entry to invoicing and shipping. The role requires a proactive, detail-oriented professional with strong organizational and communication skills.

You will collaborate across departments, optimize processes, and ensure accurate records while supporting office efficiency. Fluency in English and Spanish and a valid driving license are preferred.

Qualifications

• High school diploma or equivalent; degree in Business Administration, Operations, Supply Chain, or related field preferred.
• Minimum of 5 years in operations, administration, logistics, or related fields.
• Hands-on experience with customer order processing, inventory control, and stock management.
• Knowledge of basic accounting and bookkeeping principles.
• Experience with ERP or business management systems is highly valued.
• Excellent verbal and written communication, with professional, customer-focused approach.
• Strong organizational skills and ability to manage multiple tasks accurately.
• Proactive, hands-on, and solution-oriented with attention to detail.
• Collaborative team player with strong interpersonal skills across functions.
• Fluency in English and Spanish.

Responsibilities

• Support leadership, sales, and operations functions in day-to-day activities.
• Manage customer invoicing, inventory, and warehouse stock with accurate stock levels.
• Review and optimize office/operational processes for accuracy, productivity, and cost efficiency.
• Maintain up-to-date company, employee, and customer records.
• Coordinate administrative activities, including document management, email/phone, mail, and data entry.

Skills

Organizational skills

Communication skills

Bilingual English/Spanish

Problem-solving

Team collaboration

Education

Business Administration / Operations / Supply Chain degree

Tools

ERP systems (Sage, QuickBooks, Zoho)

Microsoft Office (Excel, Word, Outlook, PowerPoint)

Job description

We are looking for a proactive and detail-oriented Operations Specialist to support the day-to-day operations of IPD USA and help ensure the office runs smoothly and efficiently. In this role, you will coordinate administrative and operational activities, manage inventory and warehouse stock, and oversee customer order fulfilment from order entry in the ERP system through invoicing, picking, packing, and shipment via courier services.

The ideal candidate is highly organized, hands-on, and service-oriented, with the ability to anticipate operational needs, prioritize effectively, and provide reliable support across the business. You should be adaptable, proactive, collaborative, and committed to accuracy and continuous improvement.

Responsibilities:

• Support company leadership, the sales team, and the administrative and operations/logistics functions in day-to-day business activities.
• Manage customer invoicing, inventory, and warehouse stock, ensuring accurate stock levels and effective supply management and inventory control.
• Review and optimize office and operational processes to improve accuracy, productivity, efficiency, and cost effectiveness.
• Maintain accurate and up-to-date company, employee, and customer records.
• Coordinate day-to-day administrative activities, including document management, email and phone correspondence, mail handling, and data entry and reporting.
• Coordinate trade shows, exhibitions, and conferences, including related operational and logistical requirements.
• Manage the ordering, storage, and distribution of office supplies.
• Provide basic bookkeeping and administrative support as required.

Requirements:

• High school diploma or equivalent required; a degree in Business Administration, Operations, Supply Chain, or a related field is preferred.
• Minimum of 5 years of experience in operations, administration, logistics, customer service, or a related field.
• Hands-on experience with customer order processing, inventory control, and stock management is essential.
• Working knowledge of basic accounting and bookkeeping principles.
• Proficiency in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint; familiarity with Adobe Acrobat is also desirable.
• Experience with ERP or business management systems such as Sage, QuickBooks, Zoho, or similar platforms is highly valued.
• Comfortable using standard office technology and equipment.
• Excellent verbal and written communication skills, with a professional and customer-focused approach.
• Strong organizational skills and the ability to prioritize and manage multiple tasks accurately and efficiently.
• Proactive, hands-on, and solution-oriented, with strong problem-solving skills and attention to detail.
• Collaborative team player with strong interpersonal skills and the ability to work effectively across different functions.
• Fluency in English and Spanish language.
• Valid driving license.

Permanent contract

Working hours: 9:00 am-6:00 pm ( 1hour lunch break).