Industry: Manufacturer
Location: Santa Clara
Salary: $75K~$85K
Visa Sponsor: No
Language: English: Business Level, Japanese: Business Level
Detail: Global electronics manufacture seeks a Japanese/English Bilingual Office Operations Specialist in Santa Clara, California!
Location: Santa Clara, CA
Salary: $75K~$85K Depend on your experience.
Reports to: Director of Administration
JOB SUMMARY
The Office Operations Specialist is a senior, high-impact role that exercises independent judgment and discretion in managing the full scope of office operations for a dynamic engineering organization. This individual takes autonomous ownership of office administration, inside sales support, and shipping and procurement logistics — making day-to-day decisions and implementing solutions without routine supervision. The right person for this role operates with a high degree of initiative, leads cross-functional
coordination efforts, and proactively identifies and resolves operational challenges before they escalate.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Office Administration & Facilities
• Direct day-to-day office operations with a high degree of ownership, including supply management, facilities upkeep, and vendor relationships — with authority over vendor selection and contract negotiation.
• Serve as the primary point of contact for internal communications, external office inquiries, and operational priorities, using sound judgment to resolve issues and escalating only matters that require executive input.
• Design and maintain filing systems — digital and physical — for contracts, records, and documentation, establishing standards and protocols for records management across the organization.
• Manage complex scheduling, meetings, and travel arrangements for engineering staff, using good judgment to resolve conflicts and make logistical decisions with minimal supervisory input.
• Lead onboarding logistics for new employees, including equipment setup, IT coordination, and orientation processes, using judgment to design a consistent and efficient onboarding experience.
• Oversee all incoming and outgoing mail, packages, and deliveries, applying judgment on routing, prioritization, and escalation as appropriate.
Shipping, Logistics & Procurement
• Direct and manage all inbound and outbound shipments, including freight, courier, and specialty deliveries, with authority to select carriers and methods based on cost, timeline, and project requirements.
• Manage purchase orders and vendor relationships with broad authority to negotiate terms, approve routine procurement decisions, and ensure timely material delivery.
• Receive, inspect, and route incoming materials, using sound judgment to resolve quality or delivery discrepancies with vendors with minimal supervisory involvement.
• Manage and maintain inventory of office and project materials, with authority to make reorder and allocation decisions that support uninterrupted operations.
• Track and analyze shipping costs and delivery timelines; use discretion to identify and resolve discrepancies and logistical issues, implementing corrective measures proactively.
• Lead sourcing efforts for materials and equipment as project needs evolve, with authority to evaluate suppliers, compare options, and recommend or execute purchasing decisions.
Field Service Engineering Support
• Prepare, review, and distribute quotes, proposals, and client-facing documentation for field service engineering engagements, using sound judgment on content, format, and timing.
• Manage and prioritize follow-up on open quotes, service orders, and client inquiries, using judgment to determine appropriate escalation when needed.
• Own CRM data integrity for field service accounts, including customer information and activity tracking, with authority to determine data organization, cleanup, and reporting structure.
• Coordinate with engineers and leadership to gather technical inputs for client proposals, applying judgment on scope, content prioritization, and client communication strategy.
• Track and analyze field service pipeline activity, developing meaningful status reports and delivering insights and recommendations to management on a regular basis.
General & Ad Hoc Support
• Provide broad administrative and operational support to engineers and leadership, using sound judgment to determine priorities and appropriate courses of action.
• Lead special projects, internal research, and cross-functional initiatives, with the authority to scope, prioritize, and execute deliverables with minimal supervision.
• Continuously assess office processes and proactively implement improvements, using discretion to evaluate options, make recommendations to leadership, and execute approved changes.
• Serve as a trusted operational resource for the team — bringing sound judgment and personal accountability to ensure critical tasks are completed efficiently and with minimal direction.
REQUIRED SKILLS AND ABILITIES
• Demonstrated ability to exercise independent judgment and manage competing operational priorities with minimal supervision in a dynamic environment.
• Excellent written and verbal communication skills, with the ability to represent the organization professionally and make independent communication decisions with internal and external stakeholders.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace.
• Ability to work independently and with confidence in a fast-paced, technical environment alongside engineering teams, making sound decisions without requiring continuous direction.
• High attention to detail combined with the capacity to think strategically, anticipate needs, and implement solutions without being directed to do so.
• High degree of professionalism, reliability, and discretion, with the ability to handle sensitive information and make autonomous decisions that reflect sound judgment and company values.
EDUCATION AND EXPERIENCE
• 3+ years of progressively responsible experience in office administration, operations coordination, or a related role, including demonstrated experience working independently and exercising independent judgment.
• Experience with CRM platforms (e.g., Salesforce, HubSpot) or ERP/inventory systems preferred.
• Familiarity with shipping platforms, freight coordination, or procurement workflows preferred.
• Prior experience supporting a technical or engineering team preferred.
• Bachelor’s degree in Business Administration or a related field preferred; equivalent combination of education and independent professional experience may be considered.
WORK ENVIRONMENT
The work environment characteristics outlined below are representative of those encountered while performing the essential duties of this position. Reasonable accommodations will be provided, as needed, to enable individuals with disabilities to perform these essential functions.
• This is a full-time, on-site position in a professional engineering office environment.
• The role requires regular interaction with engineers, vendors, and external contacts in person, by phone, and by email.
• Occasional local travel to vendors or delivery locations may be required.
PHYSICAL REQUIREMENTS
The physical demands described are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations will be provided to enable individuals with disabilities to fulfill these responsibilities.
• This position requires the ability to sit, stand, walk, use hands and fingers, and reach with hands and arms in the course of normal duties. The role also involves the ability to view and analyze
information both on a computer screen and in physical documents, with visual acuity sufficient to read and assess data accurately.
• The employee may be required to lift or move items weighing up to 30 pounds, including packages, materials, and office supplies.
