Operations Assistant

Overview
We are seeking a motivated and detail-oriented Operations Assistant to join our dynamic team. The ideal candidate will play a crucial role in supporting daily operations and ensuring the smooth running of our office environment. This position requires strong organizational skills, proficiency in office management tasks, and the ability to coordinate various projects effectively.

Shift: Monday - Friday 8:00 AM to 4:30 PM

Job Summary

The Operations Assistant is responsible for supporting the Company at large with operations functions, including Administration, Courier, and Warehouse departments.

Summary of Essential Job Functions

Administration

• Serves as primary point of contact with COO for office maintenance issues.
• Performs general housekeeping maintenance of all areas of the building as directed.
• Provides excellent customer service and maintains relationships with office vendors.
• Manages the procurement and maintenance of supplies to ensure a well-stocked and organized work environment.
• Orders for office supplies based on the needs and requirements of different departments.
• Monitors stock levels and reorders as necessary.
• Works withing the allocated budget for office supplies and identifies cost-saving opportunities without compromising quality.
• Assists with company projects, events and other duties as assigned.
• As appropriate, assists other departments and works as a member of interdepartmental teams to ensure the effective and efficient operations of the Company.

Shipping / Receiving

• Handles inventory flow, which includes sourcing new suppliers, establishing relationships with vendors, negotiating pricing, resolving discrepancies in supply, and managing the purchasing process from the request for proposal stage through delivery.
• Receives materials coming into the building by vendors, customers, or other warehouses accurately and promptly.
• Verifies the quality and description of materials received by checking merchandise against the packing list.
• Prepares receiving reports if no packing list is available.
• Examines incoming shipments, rejecting damaged items.
• Appropriately reports/records any discrepancies and/or damages via photo to purchasing for vendor reconciliation.
• Enters quantity received against the purchase order in ERP, printing back orders for received inventory and inventory stock put away list.
• Assembles and fills orders to be shipped to customers accurately and promptly using the ERP to track outgoing inventory.
• Reviews all orders are properly assembled and filled.
• Prepares all shipping documentation, including any Hazmat shipping documents.
• Ships and labels all orders in preparation for logistics pick-up (FedEx/UPS/Driver).
• Ensures warehouse/equipment is maintained on a regular basis and safely operating.
• Safely operates all the necessary equipment in the work area.
• Receives and verifies any returned inventory from carriers/drivers.
• Accurately prepares requested client supplies (Forms, tubes, cups, return shipping supplies).
• Determines best shipping routes and ships supplies through an approved carrier (FedEx, UPS, company driver).
• Works with Client Services to facilitate client orders.
• Works with Drivers and Phlebotomist to ensure they have all the supplies needed.
• Notifies purchasing when inventory is needed for clients or phlebotomists (Needles, tubes, cups, forms, etc.).

Required Education and Experience

• High school diploma or equivalent required.
• General computing and web interface knowledge.
• Knowledge of Microsoft Office and Excel.
• Knowledge of shipping platforms: FedEx Ship Manager, UPS World Ship.
• Warehouse and distribution experience preferred, not required.
• Experience operating forklift and order picking equipment.
• Experience operating inventory control equipment, such as bar-coding, handheld devices (when needed).
• A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
• Must have a clean driving record with no moving violations.

Skills and Competencies

• Ability to be discrete and maintain confidentiality. 
• Must possess the ability to communicate with people at all levels of the organization and with suppliers during the expending process.
• Must be open, agreeable, and professional when gathering and referring information to the appropriate member of the team.
• Must have the ability to multitask, work within tight deadlines and prioritize conflicting demands whilst working effectively, to monitor orders from multiple vendors.
• Must have the ability to listen actively when spoken to and effectively communicate their thoughts to others.
• Must have the ability to work alone but also in a team, with fellow staff, in the business setting.
• Must possess good time management skills.
• Must actively seek to accomplish tasks and be able to use a variety of methods and ideas to solve problems whilst, when needed, seeking advice and/or guidance from fellow employees.

Physical Requirements

• Able to move/lift to 50lbs. unassisted.
• Able to withstand temperatures in a typical warehouse environment.
• Position spends 95% of time standing, walking, lifting, pulling, and pushing.
• Position may require climbing ladders for top-level selection.
• Specific vision abilities required, which includes close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Join us as we work together to achieve operational excellence!

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 1 year (Required)
• FedEx Ship Manager: 1 year (Required)
• Warehouse: 1 year (Preferred)

License/Certification:

• Non-CDL Class C (Required)

Ability to Commute:

• Irvine, CA 92618 (Required)

Work Location: In person

Salary : $20