Office Services Specialist at CooperVision, Inc in Fremont, California

Posted in Science 6 days ago.

Type: Full-Time

Job Description:

CooperVision, a division of CooperCompanies (NYSE:COO), is one of the world’s leading manufacturers of soft contact lenses. The Company produces a full array of daily disposable, two-week and monthly contact lenses, all featuring advanced materials and optics. CooperVision has a strong heritage of solving the toughest vision challenges such as astigmatism, presbyopia and childhood myopia; and offers the most complete collection of spherical, toric and multifocal products available. Through a combination of innovative products and focused practitioner support, the company brings a refreshing perspective to the marketplace, creating real advantages for customers and wearers. For more information, visit

Job Summary:

Performs purchasing and shipping activities for the R&D department including order placement, receipt of supplies/finished products, documentation and onsite warehouse storage.   Maintains shipping records and tracks international shipments to be able to release FDA held shipments on a timely basis through our Customs Broker.

Essential Functions & Accountabilities:


  • Collect purchase requests from Purchasing Mailbox and write up Purchase Orders for managers’ approval.

  • Place orders and communicate confirmations to requesters.

  • Research new vendors on an as needed basis, e.g. find vendor for hazmat packs, styrofoam shippers.

  • Complete receiving in Oracle accounting system for AP invoicing.

  • Electronic filing of closed Purchase Orders

  • Asset tagging for capital expenditure equipment in the facility

Shipping - Outgoing

  • Prepare the shipment of items ranging from documents, contact lenses, chemicals and an occasional piece of equipment. 

  • Work closely with Clinical team to complete traceability form of clinical lens shipment paperwork.

  • Complete all necessary shipment paperwork including the customs paperwork for international deliveries.

  • Complete the extensive hazardous chemicals shipment paperwork and back up Facilities Manager with hazardous shipment manifests.

  • Maintain hazardous shipping documentation for DOT audits.

Shipping – Incoming

  • Main contact for Customs Broker handling all international shipments and liaise with Global Trade/Customs Compliance departments.

  • Work with vendor on any needed set up of delivery schedule needs, eg. monthly ethanol drum shipment for cleanroom

  • If necessary, order and arrange onsite crating for domestic and international shipments.

  • Receive and record all incoming shipments, ranging from documents and raw materials in gallons, drums or pallets and crated equipment. 

  • Move released shipments to appropriate pickup/drop off locations.

  • Sort and distribute daily incoming US mail.

Onsite Storage

  • Handles onsite storage in the warehouse and maintains storage documentation.

  • Responsible for forklift daily inspection and maintain record keeping log.

Supplies and Kitchen Inventory

  • Maintain office supply cabinet, printer cartridges and lunchroom supplies. Weekly inventory and ordering of snacks and beverages for facility including receiving catering orders.

  • Kitchen equipment – ensure all in working order.

Other Duties

  • Provide back up support to supervisor on all other facility matters including asset disposals.

  • Setting up conference rooms for All Hands and other visitor meetings on an as needed basis.

CooperVision’s management team is committed to the development of and implementation of the quality management system and maintaining its effectiveness by communicating to the organization the importance of meeting customer as well as statutory and regulatory requirements.


Knowledge, Skills and Abilities

  • Strong interpersonal skills to effectively explain information, cause understanding and gain cooperation, from administrative staff, other company employees and outside contacts.

  • Excellent attention to detail and organization to avoid errors that could be costly to the company /facility and cause significant delays in work schedules.

  • Good problem-solving skills to provide solutions to moderately complex office problems.

  • Must be able to operate a forklift and pallet truck.

  • Experience with MS Office Suite, specifically Excel is required.

  • Maintains certification for Forklift Operation, Dangerous Good Shipments and Notary Public

  • Language skills (e.g., proficient in reading and writing in English)

Work Environment

  • Occasionally required to lift up to 50 pounds

  • Prolonged sitting in front of a computer

  • Potential exposure to caustic chemicals

  • 25% of day spent in warehouse

  • Located in Pleasanton office

  • Professional office environment

  • As business needs dictate, works extended hours to complete daily department goals or tasks to include mandatory overtime.


  • 3 years’ experience in shipping/receiving

  • 3 years’ experience in Dangerous Goods shipment


  • High School Diploma/GED

  • Certification for Forklift Operation, Dangerous Good Shipments and Notary Public

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