Operations Assistant

inomed Medizintechnik GmbH is a leading medical device company that develops and manufactures products and treatments in the fields of intraoperative neuromonitoring, functional neurosurgery, pain therapy, and neurological diagnostics. We are committed to delivering the highest level of patient care by providing surgeons with equipment to protect and maintain the functionality of the central nervous system. inomed Inc. is the American subsidiary responsible for the sale and support of inomed technology to public and private healthcare facilities throughout the United States.

We are seeking a highly motivated and organized Operations Assistant to join our dynamic operations team. As a key member of our organization, you will provide essential support and contribute to the smooth functioning of our operations department. The Operations Assistant will play a crucial role in coordinating and executing operational tasks, ensuring efficient processes, delivering exceptional customer service, and contributing to the overall success of inomed Inc.

To be successful in this role, you must be able to work as part of a small team, whilst independently and proactively completing tasks. Excellent organization, efficient communication and IT skills, accuracy, and attention to detail are essential requirements for this role.

Responsibilities and Duties: 

• Process Purchase Orders, Sales Quotations, Sales Orders, invoices and credit notes, ensuring accurate documentation and effective fulfilment of customer orders
• Organize deliveries and shipments, track orders and promptly resolve any issues and discrepancies
• Ownership of evaluation scheduling, shipping and support
• Monitor office mailbox and provide exceptional customer service by promptly addressing inquiries, resolving issues, and assisting with customer needs
• Serve as the main point of contact for customers, providing professional and courteous assistance, directing incoming inquiries or requests to the relevant team members or departments
• Support the planning and coordination of marketing events, such as trade shows, conferences, webinars, or product launches
• Assist with administrative tasks such as stocking, managing office supplies, and maintaining a clean office area
• Complete general office administration tasks such as completing forms, booking travel arrangements, and scheduling meeting rooms
• Support the implementation and maintenance of operational policies, procedures, and guidelines

Qualifications:

• Bachelor’s degree in Business Administration, Accounting, or a related field
  

Essential:

• Prior experience in an operational role is required
  
• Proven experience in a customer service role, preferably in a fast-paced environment
  
• Excellent communication skills, both verbal and written, with a strong focus on delivering exceptional customer service
  
• Proactive problem-solving skills and the ability to adapt to changing priorities
  
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively
  
• Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  
• Ability to work independently as well as collaboratively within a team
  
• Strong attention to detail, organizational, administrative, and planning skills
  
• Strong work ethic and a willingness to take on additional responsibilities as required
  

Preferred:

• Familiarity with operational tools and software systems is an advantage
• Knowledge of basic accounting principles and experience with financial processes
• Prior experience working with enterprise resource planning software

What we offer:

• Competitive Pay
• Medical, Dental and Vision Insurance Offered
• Short- and Long-Term disability coverage
• 401k with match
• Paid holidays and vacation
• Opportunities for growth and development

Work location:

• This is a full-time office-based position in our Westchester, IL office
  
• Office hours: Monday – Friday, 8:00 AM – 5:00 PM
  
• Relocation assistance is not available for this position
  

We look forward to receiving your detailed online application, including your salary expectations and notice period, along with all relevant documents.

Please note that the internal job title may differ from the title used in the external job posting.