Sr Operations Specialist

Carlsmed•Carlsbad, CA

23h

About The Position

Carlsmed is seeking a highly organized and adaptable Sr Operations Specialist to support day-to-day activities across Patient-Specific Implant Operations, Facilities, and Image Acquisition. This is a broad, hands-on operations role for someone who enjoys coordinating details, solving problems, working across teams, and ensuring critical operational activities are completed accurately and on time. The Sr Operations Specialist's primary recurring responsibility will be executing purchase orders for aprevo® patient-specific implants as part of Carlsmed's patient-specific implant workflow. This responsibility is focused specifically on the transactional execution and tracking of implant purchase orders and is separate from the broader purchasing and sourcing activities managed by the Supply Chain team. The role will also own coordination of facility-related activities and general workplace needs and provide backup support to the Image Acquisition team as needed. The position reports to the Associate Director of Advanced Manufacturing Technology and works cross-functionally with Manufacturing, Supply Chain, Finance, Image Acquisition, and other internal teams.

Requirements

Strong organizational and follow-through skills.
High attention to detail and accuracy.
Ability to manage multiple priorities simultaneously.
Comfortable working independently and taking ownership of assigned responsibilities.
Strong written and verbal communication skills.
Ability to work effectively across multiple departments and with external vendors.
Comfortable learning new software systems and operational workflows.
Proficiency with Microsoft Office or similar productivity tools.

Responsibilities

Own the purchase order execution process for aprevo patient-specific implants, ensuring accurate and timely processing in accordance with the established patient-specific workflow.
Execute purchase orders for aprevo® patient-specific implants in accordance with the established patient-specific implant workflow.
Ensure required information is complete and accurate prior to PO creation and submission.
Enter purchase orders accurately and promptly in the appropriate company system.
Maintain accountability for alignment between patient-specific implant requirements and associated purchase order information.
Own PO tracking through the applicable stages of implant workflow, ensuring timely progression and follow-through.
Proactively identify and drive resolution of missing information, discrepancies, or issues that could delay PO execution, engaging internal teams as needed.
Maintain complete and accurate records and documentation associated with implant purchase orders.
Support reconciliation and resolution of PO-related administrative issues.
Ensure adherence to established procedures and controls associated with patient-specific implant ordering.
Identify, recommend, and drive opportunities to improve the accuracy, efficiency, and reliability of the PO execution process.
Serve as the project manager for routine facility enhancements and workplace activities.
Own and coordinate facility maintenance, repairs, and service requests.
Manage scheduling and day-to-day coordination with facility vendors and contractors.
Own vendor access coordination for onsite work, ensuring appropriate access and scheduling requirements are addressed.
Track and drive completion of open facility projects, service requests, and follow-up activities.
Own the coordination and availability of office and workplace supplies, ensuring appropriate inventory levels are maintained.
Manage break room supplies, snacks, beverages, and related services.
Coordinate and execute workspace moves, furniture, equipment installations, and facility changes.
Support facility improvement projects led by Operational Excellence.
Maintain facility-related records, vendor information, and service schedules.
Identify facility issues and coordinate resolution with the appropriate internal or external resources.
Support larger facility projects as the company's manufacturing footprint expands.
Provide backup operational support to the Image Acquisition team during periods of high workload, employee absence, or other coverage needs.
Request patient imaging from hospitals, imaging centers, and other healthcare providers.
Access authorized PACS and image-sharing systems.
Retrieve required imaging studies.
Upload imaging files into designated Carlsmed systems.
Track outstanding image requests and follow up as necessary.
Verify that requested imaging has been successfully received and transferred.
Follow established procedures for handling patient information and protected health information.
Maintain appropriate confidentiality and comply with company privacy and security requirements.