{"id":26450,"date":"2026-09-21T22:09:43","date_gmt":"2026-09-21T22:09:43","guid":{"rendered":"https:\/\/www.pasona.com\/job\/063180\/"},"modified":"2026-09-21T22:09:43","modified_gmt":"2026-09-21T22:09:43","slug":"063180","status":"publish","type":"job_listing","link":"https:\/\/www.pasona.com\/en\/job\/063180\/","title":{"rendered":"Operations Support Specialist"},"content":{"rendered":"<p><span style=\"font-size: 14px\">Location: Palo Alto, CA<\/span><\/p>\n<p><span style=\"font-size: 14px\">Employment Type: Part-Time, Non-Exempt<\/span><\/p>\n<p><span style=\"font-size: 14px\">Hours: Approximately 20 hours\/week to start<\/span><\/p>\n<p><span style=\"font-size: 14px\">Work Arrangement: On-site at least 3 days\/week<\/span><\/p>\n<p><span style=\"font-size: 14px\">Compensation: $30\u2013$50\/hour, depending on experience<\/span><\/p>\n<p><span style=\"font-size: 14px\">Target Start Date: Mid-October 2026<\/span><\/p>\n<p><\/p>\n<p><span style=\"font-size: 14px\">Position Summary<\/span><\/p>\n<p><span style=\"font-size: 14px\">A growing medical device company in Palo Alto is seeking a part-time Operations Support Specialist to support its day-to-day business operations as the company expands its commercial activities. This is a hands-on, generalist role for someone who enjoys keeping things organized, following up on open items, maintaining accurate records, and making sure operational tasks are completed on time. You will work closely with the CEO and other team members and support a variety of functions, including administration, contract and document management, inventory and shipping, customer support, finance documentation, and office operations. Business-level proficiency in both Japanese and English is required for this position. This is not a specialized medical, engineering, accounting, or regulatory position. Training and written procedures will be provided for regulated activities.<\/span><\/p>\n<p><\/p>\n<p><span style=\"font-size: 14px\">Key Responsibilities<\/span><\/p>\n<p><span style=\"font-size: 14px\">Operations &amp; Administrative Support<\/span><\/p>\n<ul>\n<li><span style=\"font-size: 14px\">Track open tasks, commitments, deadlines, and follow-up items across the company<\/span><\/li>\n<li><span style=\"font-size: 14px\">Turn meetings, calls, and email discussions into clear action items and follow up with responsible team members<\/span><\/li>\n<li><span style=\"font-size: 14px\">Prepare updates on outstanding, completed, and overdue items<\/span><\/li>\n<li><span style=\"font-size: 14px\">Maintain operating plans and task lists as priorities, deadlines, and owners change<\/span><\/li>\n<li><span style=\"font-size: 14px\">Provide general administrative and executive support as needed<\/span><\/li>\n<li><span style=\"font-size: 14px\">Coordinate meetings, visitors, travel, and other office activities<\/span><\/li>\n<\/ul>\n<p><\/p>\n<p><span style=\"font-size: 14px\">Contract &amp; Document Management<\/span><\/p>\n<ul>\n<li><span style=\"font-size: 14px\">Coordinate contracts and other documents through the signature process<\/span><\/li>\n<li><span style=\"font-size: 14px\">Maintain organized electronic records of fully executed agreements<\/span><\/li>\n<li><span style=\"font-size: 14px\">Track important contract dates, renewals, deadlines, and required follow-ups<\/span><\/li>\n<li><span style=\"font-size: 14px\">Maintain accurate document versions and track outstanding documents<\/span><\/li>\n<li><span style=\"font-size: 14px\">Coordinate document exchange with external parties, including outside counsel<\/span><\/li>\n<li><span style=\"font-size: 14px\">Organize records and documentation for internal, customer, regulatory, or audit requests<\/span><\/li>\n<\/ul>\n<p><\/p>\n<p><span style=\"font-size: 14px\">Finance &amp; Business Records<\/span><\/p>\n<ul>\n<li><span style=\"font-size: 14px\">Prepare and send customer invoices according to established procedures<\/span><\/li>\n<li><span style=\"font-size: 14px\">Track outstanding invoices and assist with follow-up<\/span><\/li>\n<li><span style=\"font-size: 14px\">Process incoming vendor invoices and expense documentation<\/span><\/li>\n<li><span style=\"font-size: 14px\">Organize receipts, statements, vendor records, W-9s, certificates of insurance, and other business documents<\/span><\/li>\n<li><span style=\"font-size: 14px\">Prepare documentation needed by the company&#039;s finance team for monthly closing and reporting<\/span><\/li>\n<li><span style=\"font-size: 14px\">Assist in preparing document packages for investor reporting and diligence requests<\/span><\/li>\n<\/ul>\n<p><\/p>\n<p><span style=\"font-size: 14px\">Inventory, Shipping &amp; Office Operations<\/span><\/p>\n<ul>\n<li><span style=\"font-size: 14px\">Receive, organize, and track incoming components and finished products<\/span><\/li>\n<li><span style=\"font-size: 14px\">Maintain accurate inventory records and stock counts<\/span><\/li>\n<li><span style=\"font-size: 14px\">Prepare outbound shipments, including labels, couriers, tracking information, and delivery confirmation<\/span><\/li>\n<li><span style=\"font-size: 14px\">Track shipments through delivery and coordinate product returns when necessary<\/span><\/li>\n<li><span style=\"font-size: 14px\">Maintain organized storage areas and appropriately separate returned or out-of-spec products<\/span><\/li>\n<li><span style=\"font-size: 14px\">Order office, laboratory, shipping, and other operational supplies as needed<\/span><\/li>\n<li><span style=\"font-size: 14px\">Keep office and storage areas organized and inspection-ready<\/span><\/li>\n<\/ul>\n<p><\/p>\n<p><span style=\"font-size: 14px\">Customer Support<\/span><\/p>\n<ul>\n<li><span style=\"font-size: 14px\">Serve as a first point of contact for routine customer questions<\/span><\/li>\n<li><span style=\"font-size: 14px\">Respond to basic inquiries regarding orders, shipping, setup, and general product use<\/span><\/li>\n<li><span style=\"font-size: 14px\">Route technical or specialized questions to the appropriate team member<\/span><\/li>\n<li><span style=\"font-size: 14px\">Track open customer issues through resolution and follow up as needed<\/span><\/li>\n<li><span style=\"font-size: 14px\">Identify recurring questions that could be addressed through FAQs or standardized information<\/span><\/li>\n<li><span style=\"font-size: 14px\">Escalate potential product complaints, adverse events, or other sensitive matters according to established procedures<\/span><\/li>\n<\/ul>\n<p><\/p>\n<p><span style=\"font-size: 14px\">Product &amp; Regulatory Documentation Support<\/span><\/p>\n<ul>\n<li><span style=\"font-size: 14px\">Maintain accurate records related to device receipt, shipment, training, and controlled documents<\/span><\/li>\n<li><span style=\"font-size: 14px\">Assemble documentation packages using established procedures and checklists<\/span><\/li>\n<li><span style=\"font-size: 14px\">Maintain accurate document versions and archive superseded documents appropriately<\/span><\/li>\n<li><span style=\"font-size: 14px\">Assist engineers with product assembly, inspection, and functional testing under supervision<\/span><\/li>\n<li><span style=\"font-size: 14px\">Follow written procedures carefully and accurately record results<\/span><\/li>\n<li><span style=\"font-size: 14px\">Escalate discrepancies or unusual issues to the appropriate team member<\/span><\/li>\n<\/ul>\n<p><\/p>\n<p><\/p>\n<p><span style=\"font-size: 14px\">Qualifications<\/span><\/p>\n<p><span style=\"font-size: 14px\">Required<\/span><\/p>\n<ul>\n<li><span style=\"font-size: 14px\">Business-level proficiency in both Japanese and English<\/span><\/li>\n<li><span style=\"font-size: 14px\">1\u20133 years of experience in operations, office administration, executive assistance, customer support, lab support, warehouse operations, or a similar role<\/span><\/li>\n<li><span style=\"font-size: 14px\">Strong organizational skills and attention to detail<\/span><\/li>\n<li><span style=\"font-size: 14px\">Ability to manage multiple tasks and follow up on deadlines independently<\/span><\/li>\n<li><span style=\"font-size: 14px\">Comfortable working with documents, spreadsheets, records, and checklists<\/span><\/li>\n<li><span style=\"font-size: 14px\">Ability to follow written procedures consistently and accurately<\/span><\/li>\n<li><span style=\"font-size: 14px\">Good judgment about when to handle an issue independently and when to escalate<\/span><\/li>\n<li><span style=\"font-size: 14px\">Clear written and verbal communication skills<\/span><\/li>\n<li><span style=\"font-size: 14px\">Proficiency with Google Workspace and\/or Microsoft 365, including spreadsheets<\/span><\/li>\n<li><span style=\"font-size: 14px\">Ability to work independently in a small office environment<\/span><\/li>\n<li><span style=\"font-size: 14px\">Reliable availability to work on-site in Palo Alto at least three days per week<\/span><\/li>\n<li><span style=\"font-size: 14px\">Authorized to work in the United States and able to perform all work from within the United States<\/span><\/li>\n<\/ul>\n<p><\/p>\n<p><span style=\"font-size: 14px\">Nice to Have<\/span><\/p>\n<ul>\n<li><span style=\"font-size: 14px\">Experience supporting a startup, founder, or executive<\/span><\/li>\n<li><span style=\"font-size: 14px\">Contract administration, paralegal support, or document-control experience<\/span><\/li>\n<li><span style=\"font-size: 14px\">Accounts payable\/receivable or basic finance administration experience<\/span><\/li>\n<li><span style=\"font-size: 14px\">Experience in healthcare, medical device, biotech, pharmaceutical, or another regulated environment<\/span><\/li>\n<li><span style=\"font-size: 14px\">Customer support or helpdesk experience<\/span><\/li>\n<li><span style=\"font-size: 14px\">Experience with tools such as Zendesk, Freshdesk, Intercom, or HubSpot<\/span><\/li>\n<li><span style=\"font-size: 14px\">Shipping and logistics experience, including FedEx, UPS, ShipBob, or similar platforms<\/span><\/li>\n<li><span style=\"font-size: 14px\">Inventory management or ERP experience<\/span><\/li>\n<li><span style=\"font-size: 14px\">Experience supporting quality inspections or product testing<\/span><\/li>\n<li><span style=\"font-size: 14px\">Experience using AI productivity tools<\/span><\/li>\n<\/ul>\n<p><\/p>\n<p><span style=\"font-size: 14px\">Schedule<\/span><\/p>\n<ul>\n<li><span style=\"font-size: 14px\">The position will start at approximately 20 hours per week, with flexible scheduling during normal business hours.<\/span><\/li>\n<li><span style=\"font-size: 14px\">On-site presence is required at least three days per week because the position involves physical inventory, shipping, storage, and device-related activities.<\/span><\/li>\n<li><span style=\"font-size: 14px\">Hours are expected to increase as the company grows<\/span><\/li>\n<\/ul>\n","protected":false},"author":0,"featured_media":0,"template":"","meta":{"_acf_changed":false,"_promoted":"","_job_location":"","_application":"","_company_name":"","_company_website":"","_company_tagline":"","_company_twitter":"","_company_video":"","_filled":0,"_featured":0,"_remote_position":0,"_job_salary":"","_job_salary_currency":"","_job_salary_unit":""},"job-categories":[],"job-types":[],"class_list":["post-26450","job_listing","type-job_listing","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Operations Support Specialist - Pasona N A, Inc. | Your Career Partner<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" 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