Office & Inventory Operations Specialist

Job Description

We are looking for a highly organized, detail-oriented, and hands-on Office & Inventory Operations Specialist to manage key daily operations that support our clients growing medical device business. This individual will play a vital role in customer order fulfillment, inventory coordination (including managing inventory within QuickBooks), invoicing, and marketing support.

The ideal candidate thrives in a fast-paced environment and can manage multiple responsibilities across office operations, order processing, and inventory logistics—all while providing excellent communication internally and externally. Experience in the medical device industry is strongly preferred to help understand complex product configurations and industry standards.

Key Responsibilities:

· Manage customer invoicing and sales order entry in QuickBooks with accuracy and efficiency

· Maintain and update inventory records directly in QuickBooks, including tracking stock levels and transferring inventory between locations

· Oversee shipping and receiving operations—pack, label, and prepare outgoing orders (max 25 lbs), and verify incoming inventory

· Serve as theprimary liaison for customer service related to orders, product questions, and delivery updates

· Collaborate with the sales team to support marketing initiatives, including brochure updates and product information sharing

· Develop a strong understanding of medical device products, which may involve hundreds of components

· Support day-to-day office operations to ensure smooth workflows and accurate recordkeeping

Required Qualifications:

· 3–5 years of experience with QuickBooks—must be confident managing invoicing, sales orders, and especially inventory within QuickBooks

· 2–3 years of experience in marketing, product support, or sales coordination

· Proven experience in inventory management and logistics

· Medical device industry experience is strongly preferred

· Strong attention to detail and ability to multitask in a fast-paced environment

· Excellent written and verbal communication skills

· Proficiency in Microsoft Office (Excel, Word, Outlook)

· High school diploma or equivalent (Associate’s or Bachelor’s degree is a plus)

Compensation & Benefits:

· Salary Range: $50,000 – $60,000 per year

· Hourly Rate: $25 – $28/hour based on experience

· Benefits Package: Health insurance, PTO (per company policy), and opportunities for cross-functional development

· Collaborative and supportive workplace culture