Operations Specialist

Wondfo USA; San Diego (CA); Hybrid; USD 55,000 - 70,000; Full time

Benefits offered by this job

Paid time off

Sick leave

Paid holidays

401(k)

Medical insurance

Dental insurance

Vision insurance

Life insurance

Short-term disability

Employee Assistance Program

Job summary

Wondfo USA in San Diego, California is seeking an Operations Specialist to support warehouse operations, order intake, and customer service in a dual office/warehouse setting. The role emphasizes accurate inventory management, timely order fulfillment, and cross-functional coordination with Sales, Finance, Quality, and Production.

The candidate should be organized, customer-focused, and able to shift priorities to meet daily operational needs.

Qualifications

• Associate Degree or equivalent.
• One to three years of experience in warehouse operations, order fulfillment, customer service, general operations, or a related role.
• Strong attention to detail and organizational skills.
• Professional verbal and written communication skills.
• Comfortable answering business telephone calls and communicating with customers.
• Ability to use Microsoft Outlook, Word, and Excel.
• Ability to learn the company’s ERP, inventory-management, and shipping systems.
• Ability to prioritize multiple assignments and adapt to changing operational needs.
• Ability to maintain accurate records and follow written procedures.
• Valid driver’s license.
• Ability to stand or walk for extended periods.
• Ability to lift up to 50 pounds unassisted and use appropriate assistance or material-handling equipment for heavier items.

Responsibilities

• Receive, inspect, count, and verify incoming shipments against purchase orders, packing lists, and receiving documentation.
• Document received materials accurately and report missing, damaged, or incorrect items to the supervisor.
• Place applicable incoming materials in the designated quarantine area pending Quality Control inspection and release.
• Store released materials and finished goods in their assigned warehouse locations.
• Pick and deliver raw materials and components for production work orders.
• Receive finished goods and unused materials returned from Production or Packaging.
• Pick, pack, label, and stage customer shipments.
• Verify products, lot numbers, quantities, shipping addresses, labels, and supporting documents before shipment.
• Coordinate daily carrier pickups and prepare shipments by the required cutoff time.
• Maintain accurate inventory records and document all inventory movements.
• Assist with cycle counts, physical inventory counts, and investigation of inventory discrepancies.
• Maintain warehouse cleanliness and complete required warehouse cleaning logs.
• Perform routine inspections of warehouse equipment, including pallet jacks, forklifts, shelving, and material-handling equipment.
• Follow applicable safety procedures, OSHA requirements, quality procedures, and company policies.
• Receive customer purchase orders through email, phone, or other approved channels.
• Review customer orders for product number, description, quantity, pricing, shipping address, requested delivery date, and special instructions.
• Enter or coordinate entry of sales orders into the ERP or order-management system.
• Confirm order receipt and communicate order status to customers as appropriate.
• Coordinate with Sales, Finance, Quality, Production, and Warehouse personnel to resolve order questions or missing information.
• Monitor open orders and follow up on inventory availability, shipment readiness, backorders, and delivery status.
• Maintain accurate and complete customer order records.
• Assist with preparation of packing slips, commercial invoices, shipping documents, and other order-related documentation.
• Escalate pricing discrepancies, credit holds, product complaints, regulatory questions, and unusual customer requests to the appropriate department.
• Assist with returns, replacements, or credits according to approved company procedures.
• Answer incoming company telephone calls professionally and route calls to the appropriate department or employee.
• Respond to routine customer questions regarding order receipt, product availability, shipping status, tracking information, and general company information.
• Document customer inquiries and ensure timely follow-up.
• Provide customers with order confirmations, tracking information, invoices, packing slips, certificates, or other approved documents.
• Escalate technical product questions, product complaints, adverse-event information, and quality concerns to Quality, Regulatory Affairs, Technical Support, or Management.
• Maintain professionalism and confidentiality when communicating with customers, suppliers, carriers, and internal employees.
• Assist with reception, visitor coordination, office supplies, courier services, document filing, and other routine operational activities.
• Collaborate with Production, Quality, Regulatory Affairs, Sales, Finance, and Supply Chain to support daily business needs.
• Assist trained Production or Engineering personnel with routine inspections of production equipment.
• Perform basic preventive maintenance activities only after completing the required training and receiving authorization.
• Maintain equipment inspection and preventive maintenance records.
• Support coordination with external equipment service providers.

Skills

Associate Degree or equivalent

1–3 years experience

Attention to detail

Strong communication

Customer answering calls

Microsoft Outlook

Microsoft Word

Microsoft Excel

ERP systems knowledge

Inventory management familiarity

Ability to lift up to 50 lbs

Education

Associate Degree or equivalent

Tools

ERP systems

Order management system

Shipping systems

NetSuite (preferred)

Job description

Position: Operations Specialist
Reports To: Operations Supervisor
Location: San Diego, California
Employment Type: Full-Time

Position Overview

The Operations Specialist supports the company’s day-to-day warehouse, order fulfillment, customer service, and general operational activities.

Approximately 60% of the role will focus on warehouse operations, including receiving, inventory management, material movement, shipping, and order fulfillment. The remaining 40% will support customer order intake, customer inquiries, phone coverage, order documentation, Production equipment support and cross-functional operational coordination.

The ideal candidate is organized, customer-focused, comfortable working in both an office and warehouse environment, and able to shift priorities based on daily operational needs.

Warehouse and Inventory Operations: Approximately 60%

• Receive, inspect, count, and verify incoming shipments against purchase orders, packing lists, and receiving documentation.
• Document received materials accurately and report missing, damaged, or incorrect items to the supervisor.
• Place applicable incoming materials in the designated quarantine area pending Quality Control inspection and release.
• Store released materials and finished goods in their assigned warehouse locations.
• Pick and deliver raw materials and components for production work orders.
• Receive finished goods and unused materials returned from Production or Packaging.
• Pick, pack, label, and stage customer shipments.
• Verify products, lot numbers, quantities, shipping addresses, labels, and supporting documents before shipment.
• Coordinate daily carrier pickups and prepare shipments by the required cutoff time.
• Maintain accurate inventory records and document all inventory movements.
• Assist with cycle counts, physical inventory counts, and investigation of inventory discrepancies.
• Maintain warehouse cleanliness and complete required warehouse cleaning logs.
• Perform routine inspections of warehouse equipment, including pallet jacks, forklifts, shelving, and material-handling equipment.
• Follow applicable safety procedures, OSHA requirements, quality procedures, and company policies.

These responsibilities preserve the primary receiving, work-order fulfillment, shipping, inventory, equipment-inspection, and compliance duties in the existing warehouse position.

Order Intake and Sales Order Support: Approximately 30%

• Receive customer purchase orders through email, phone, or other approved channels.
• Review customer orders for product number, description, quantity, pricing, shipping address, requested delivery date, and special instructions.
• Enter or coordinate entry of sales orders into the company’s ERP or order-management system.
• Confirm order receipt and communicate order status to customers as appropriate.
• Coordinate with Sales, Finance, Quality, Production, and Warehouse personnel to resolve order questions or missing information.
• Monitor open orders and follow up on inventory availability, shipment readiness, backorders, and delivery status.
• Maintain accurate and complete customer order records.
• Assist with preparation of packing slips, commercial invoices, shipping documents, and other order-related documentation.
• Escalate pricing discrepancies, credit holds, product complaints, regulatory questions, and unusual customer requests to the appropriate department.
• Assist with returns, replacements, or credits according to approved company procedures.

Customer Support and General Office Operations: Approximately 10%

• Answer incoming company telephone calls professionally and route calls to the appropriate department or employee.
• Respond to routine customer questions regarding order receipt, product availability, shipping status, tracking information, and general company information.
• Document customer inquiries and ensure timely follow-up.
• Provide customers with order confirmations, tracking information, invoices, packing slips, certificates, or other approved documents.
• Escalate technical product questions, product complaints, adverse-event information, and quality concerns to Quality, Regulatory Affairs, Technical Support, or Management.
• Maintain professionalism and confidentiality when communicating with customers, suppliers, carriers, and internal employees.
• Assist with reception, visitor coordination, office supplies, courier services, document filing, and other routine operational activities.
• Collaborate with Production, Quality, Regulatory Affairs, Sales, Finance, and Supply Chain to support daily business needs.

Production Equipment Support: When Qualified and Trained

• Assist trained Production or Engineering personnel with routine inspections of production equipment.
• Perform basic preventive maintenance activities only after completing the required training and receiving authorization.
• Maintain equipment inspection and preventive maintenance records.
• Support coordination with external equipment service providers.

Qualifications

Required

• Associate Degree or equivalent.
• One to three years of experience in warehouse operations, order fulfillment, customer service, general operations, or a related role.
• Strong attention to detail and organizational skills.
• Professional verbal and written communication skills.
• Comfortable answering business telephone calls and communicating with customers.
• Ability to use Microsoft Outlook, Word, and Excel.
• Ability to learn the company’s ERP, inventory-management, and shipping systems.
• Ability to prioritize multiple assignments and adapt to changing operational needs.
• Ability to maintain accurate records and follow written procedures.
• Valid driver’s license.
• Ability to stand or walk for extended periods.
• Ability to lift up to 50 pounds unassisted and use appropriate assistance or material-handling equipment for heavier items.

Preferred

• Experience with NetSuite or another ERP or inventory-management system.
• Experience processing customer purchase orders or sales orders.
• Experience with UPS, FedEx, DHL, or LTL shipping systems.
• Forklift or powered industrial truck experience and certification.
• Experience using manual and electric pallet jacks.
• Experience in a medical device, in-vitro diagnostic, pharmaceutical, biotechnology, or other regulated environment.
• Familiarity with Good Documentation Practices and ISO 13485 quality-system requirements.
• Mechanical aptitude or previous experience with equipment repair, manufacturing maintenance, automotive repair, electromechanical assembly, or industrial machinery.
• Bilingual English and Chinese or English and Spanish communication ability.

Working Conditions

• Work is performed in both office and warehouse environments.
• The employee may be exposed to moving equipment, shipping activity, temperature variations, dust, noise, and other normal warehouse conditions.
• The role requires regular use of a computer and telephone.
• The role may require standing, walking, bending, reaching, lifting, and moving materials.
• Appropriate personal protective equipment must be used when required.
• Occasional overtime may be required to support urgent customer orders, inventory counts, or operational needs.

Benefits

• Paid time off and sick leave
• Paid holidays
• 401(k)
• Medical, dental, and vision insurance
• Life insurance with an optional voluntary life insurance buy-up
• Short-term disability insurance
• Employee Assistance Program