Operations Support Specialist, Administrative​/Clerical

Description Overview

We are seeking a highly organized, self-directed professional to support both procurement operations and field service coordination for our biomedical service teams. This role requires exceptional multitasking, clear communication, and the ability to work independently while supporting technicians, managers, suppliers, and internal departments. The ideal candidate thrives in a fast-paced environment, manages competing priorities with ease, and ensures seamless operational flow across purchasing, scheduling, logistics, and administrative functions.

This role is located in our Glendale, CA office.

• Coordinate field service schedules and technician assignments based on client needs, technician availability, and geographic proximity.
• Serve as point of contact for technicians in the field, providing real-time support and issue resolution.
• Track and document service reports, preventative maintenance, and repair work in CMMS platforms.
• Communicate with hospital staff and clients to ensure expectations are met and services are delivered efficiently.
• Coordinate logistics such as equipment delivery, parts procurement, and travel arrangements for field technicians.
• Maintain accurate records of work orders, technician hours, and performance metrics.

• Track purchase orders with high accuracy.
• Maintain accurate vendor, item, and ensure data integrity and audit readiness.
• Manage incoming parts, materials, and shipments; perform physical tasks associated with receiving and organizing inventory.

• Answer and route incoming calls; provide timely, professional phone support to clients, vendors, and internal teams.
• Manage shared inboxes, respond to inquiries, and ensure follow-up is completed promptly.
• Support onboarding and orientation processes for new BMETs and operations staff.
• Prepare documents, reports, and communications for internal and external stakeholders.
• Maintain organized digital and physical filing systems, including POs, service reports, vendor records, and compliance documentation.
• Assist with travel coordination, meeting scheduling, and general administrative tasks to support daily operations.

• Proven ability to work independently without micromanagement; strong ownership and follow-through.
• Excellent time management, prioritization, and organizational skills in a fast-paced, multi-task setting.
• Strong interpersonal and communication skills (written and verbal).
• Proficiency in Microsoft Office.
• Detail-oriented with consistent accuracy in documentation, data entry, and order management.
• Ability to lift and move up to 50 lbs. for handling incoming parts and materials.
• Self-directed, resourceful, and solution oriented.
• Calm under pressure; adapts quickly to shifting priorities.
• Respectful, professional, and collaborative in all interactions.
• Punctual and dependable.

• Experience coordinating travel and logistics for technical field teams.
• Previous procurement or field service coordination experience in biomedical/healthcare technology.
• Experience with Tru Asset (assets, parts, POs, receiving, and service workflows).
• Familiarity with healthcare regulations and standards (TJC, NFPA, OEM guidelines).