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Operations Associate Jobs in California

Office Operations Specialist

Prosum
  • Santa Clara, CA
  • $75,000–$85,000 Per Year
  • Instant Apply
14 days ago

Job Description


Office Operations Specialist
Salary Range: $75,000 to $85,000

Minimum of 4 days onsite per week in Santa Clara, with additional days as needed

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.

Numbers & Facts

LocationSanta Clara, CA
Salary$75,000–$85,000 Per Year

Skills

  • Administrative Skillsunmatched
  • Business Developmentunmatched
  • Calendar Managementunmatched
  • Cargo/Freightunmatched
  • Communication Skillsunmatched
  • Cross-Functionalunmatched
  • Customer Relationsunmatched
  • Customer Relationship Management (CRM) Systemsunmatched
  • Customer Support/Serviceunmatched
  • Data Collectionunmatched
  • Decision Supportunmatched
  • Detail Orientedunmatched
  • Develop and Maintain Customersunmatched
  • Document Controlunmatched
  • Documentationunmatched
  • Establish Prioritiesunmatched
  • Facilities Managementunmatched
  • Inventory Levelsunmatched
  • Inventory Managementunmatched
  • Leadershipunmatched
  • Logisticsunmatched
  • Mail Processingunmatched
  • Maintenance Servicesunmatched
  • Manufacturing Technologyunmatched
  • Material Movingunmatched
  • Microsoft Officeunmatched
  • Multitaskingunmatched
  • Onboardingunmatched
  • Operational Supportunmatched
  • Operations Managementunmatched
  • Operations Processesunmatched
  • Order Deliveryunmatched
  • Organizational Skillsunmatched
  • Plan Meetingsunmatched
  • Presentation/Verbal Skillsunmatched
  • Problem Solving Skillsunmatched
  • Process Improvementunmatched
  • Process Managementunmatched
  • Purchase Ordersunmatched
  • Purchasing/Procurementunmatched
  • Receiving Inspectionunmatched
  • Records Managementunmatched
  • Reporting Skillsunmatched
  • Sales Supportunmatched
  • Service Deliveryunmatched
  • Shipping/Receivingunmatched
  • Technical Supportunmatched
  • Time Managementunmatched
  • Travel Planningunmatched
  • Vendor/Supplier Relationsunmatched
  • Writing Skillsunmatched

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