Operations Assistant
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KIM TANG MD INC
Lake Forest, CA, US
Summary
The operations assistant manages daily office activities, including handling patient health records and tracking physical product inventory. They also process retail orders, manage shipments, and perform various clerical tasks such as answering phones and responding to emails.
Job Description
JOB TITLE: OPERATIONS ASSISTANT
EMPLOYER: KIM TANG MD INC
DEPARTMENT: OPERATIONS
REPORTS TO: OPERATIONS MANAGER
EFFECTIVE DATE: 07/31/2026
SUMMARY: Under direct supervision of the operations manager, the operations assistant will
perform duties specific to this office, overseeing day-to-day activities, managing and organizing
patient health record requests, and counting current product inventory.
DUTIES AND RESPONSIBILITIES:
• Issues medical files to persons and agencies according to laws and regulations.
• Retrieves files and/or specific materials upon request and with proper authorization.
• Ensures that all medical records are protected and kept confidential
• Accurately controls and tracks physical inventory.
• Receives online retail orders and prepares order shipments
• Maintains status of orders through entire process
• Receives and routes digital files to appropriate personnel
• Processes outgoing mail
• Completes clerical duties, including answering product order and medical record phones,
and responding to emails, and written and electronic tasks.
• Performs other related duties as assigned by management.
SUPERVISORY RESPONSIBILITIES:
• This job has no supervisory responsibilities.
QUALIFICATIONS:
• High school diploma or general education degree (GED), or one to three months related
experience and/or training, or equivalent combination of education and experience.
• Familiarity with Microsoft Office Suite
• Strong attention to detail with excellent organizational skills.
• Outstanding communication and interpersonal abilities.
• Knowledge of HIPAA requirements.
COMPETENCIES:
• Diversity - Shows respect and sensitivity for cultural differences; Promotes a harassmentfree
environment
• Ethics - Treats people with respect; Works with integrity and ethically
• Attendance/Punctuality - Is consistently at work and on time; Ensures work
responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Customer Service - Responds promptly to customer needs; Solicits customer feedback
to improve service; Responds to requests for service and assistance; Meets commitments.
• Dependability – Follows instructions, responds to management direction; Takes
responsibility for own actions; Keeps commitments; Completes tasks on time or notifies
appropriate person with an alternate plan.
• Initiative – Volunteers readily; Takes independent actions and calculated risks; Looks
for and takes advantage of opportunities; Asks for and offers help when needed.
• Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains
confidentiality; Listens to others without interrupting; Keeps emotions under control;
Remains open to others’ ideas and tries new things.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently.
• Problem Solving – Identifies and resolves problems in a timely manner; Works well in
group problem solving situations; Uses reason even when dealing with emotional topics.
• Professionalism – Approaches others in a tactful manner; Reacts well under pressure;
Treats others with respect and consideration regardless of their status or position; Accepts
responsibility for own actions; Follows through on commitments.
• Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and
promote quality; Applies to improve performance; Monitors own work to ensure quality.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations;
Listens and gets clarification; Responds well to questions; Participates in meetings.
• Safety and Security - Observes safety and security procedures; Determines appropriate
action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and
materials properly.
• Teamwork – Balances team and individual responsibilities; Exhibits objectivity and
openness to others’ views; Gives and welcomes feedback.
• Written Communication - Writes clearly and informatively; Edits work for spelling and
grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to
read and interpret written information. Exceptional technical writing skills.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
• Occasionally required to stand
• Occasionally required to walk
• Frequently required to sit
• Frequently required to utilize hand and finger dexterity
• Occasionally required to climb, balance, bend, or stoop.
• Occasionally required to stand on a footstool or ladder to reach product on upper shelves.
• Continually required to talk or hear
• The employee must occasionally lift and /or move more than 10-20 pounds
• Items heavier than 10-20 pounds are occasionally moved with the assistance of a
coworker
