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Office Operations Specialist

Prosum

Santa Clara, CA

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JOB DETAILS
SALARY
$75,000–$85,000 Per Year
SKILLS
Administrative Skills, Business Development, Calendar Management, Cargo/Freight, Communication Skills, Cross-Functional, Customer Relations, Customer Relationship Management (CRM) Systems, Customer Support/Service, Data Collection, Decision Support, Detail Oriented, Develop and Maintain Customers, Document Control, Documentation, Establish Priorities, Facilities Management, Inventory Levels, Inventory Management, Leadership, Logistics, Mail Processing, Maintenance Services, Manufacturing Technology, Material Moving, Microsoft Office, Multitasking, Onboarding, Operational Support, Operations Management, Operations Processes, Order Delivery, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Process Improvement, Process Management, Purchase Orders, Purchasing/Procurement, Receiving Inspection, Records Management, Reporting Skills, Sales Support, Service Delivery, Shipping/Receiving, Technical Support, Time Management, Travel Planning, Vendor/Supplier Relations, Writing Skills
LOCATION
Santa Clara, CA
POSTED
30+ days ago

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.

About the Company

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