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Office Coordinator

inSync Staffing

Los Gatos, CA

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JOB DETAILS
SALARY
$30–$35 Per Hour
SKILLS
Accounting, Accounting Close, Accounting Software, Accounts Payable, Administrative Skills, Billing, Biotech and Pharmaceutical, Bookkeeping, Business Administration, Code of Federal Regulations, Control Systems, Corporate Policies, Credit Cards, Cross-Functional, Dental Insurance, Detail Oriented, Document Archiving, Document Control, Document Management, Employee Benefits, Equipment Maintenance/Repair, Expenditure Statement, Expense Reports, FDA (Food and Drug Administration), Finance, Financial Reporting, Financial Systems, Follow Through, GMP (Good Manufacturing Practices), GxP, ISO (International Organization for Standardization), Intuit Quickbooks, Inventory Management, Leadership, Logistics, Medical Equipment, Medicine, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, NetSuite, Office Management, Organizational Skills, Purchase Orders, Purchasing/Procurement, Quality Management, Reconciliation, SAP, Source Code/Configuration Management (SCM), Spreadsheets, Standard Operating Procedures (SOP), Supplier Relationship Management (SRM), Systems Administration/Management, Time Management, Traceability, Transaction Processing/Management, Travel Planning, Vendor/Supplier Relations, Willing to Travel
LOCATION
Los Gatos, CA
POSTED
5 days ago
Office Coordinator
$30.00-$35.00/hr
Onsite: Los Gatos, CA

About the role
We are looking for a highly organized and reliable Administrative Assistant to serve as a key operational backbone for our team. This is a multifaceted role that combines general office administration, regulated document control within our quality management system, and financial clerical support. The ideal candidate thrives in a structured environment, takes pride in accuracy and thoroughness, and is comfortable working across departments in a regulated medical device setting.

Key responsibilities
Office administration
  • Manage front-office operations including reception, visitor coordination, phone and email correspondence, and scheduling for leadership and cross-functional teams.
  • Maintain office supply inventory, coordinate equipment maintenance, and manage vendor relationships for facilities and office services.
  • Support planning and logistics for internal meetings, company events, audits, and visitor visits, including preparation of agendas, materials, and meeting minutes.
  • Coordinate domestic and international travel arrangements and process expense reports for staff.
Document control
  • Administer the document control system manage document numbering, revision control, routing for review and approval, and archival of controlled documents including SOPs, work instructions, forms, and quality records.
  • Ensure document integrity and traceability in compliance with ISO 13485 and 21 CFR Part 820 requirements; maintain accurate document logs and change history.
  • Track document review cycles, notify document owners of upcoming expirations, and coordinate timely renewals to prevent compliance gaps.
  • Support training record management track employee training completion on controlled documents and generate compliance reports for audits and management review.


Financial & clerical support
  • Process accounts payable transactions including coding and routing vendor invoices, obtaining approvals, and coordinating timely payment with the finance team or accounting firm.
  • Prepare purchase orders and support procurement workflows; track open POs and assist with vendor communication and order reconciliation.
  • Reconcile corporate credit card statements and employee expense reports; ensure receipts and coding are accurate and submitted in accordance with company policy.
  • Assist with month-end close activities, maintain organized financial filing systems, and generate routine financial reports or spreadsheets as requested by management.
Required qualifications
  • Associate's or Bachelor's degree in business administration, office management, or a related field (or equivalent experience)
  • 2+ years of administrative or office support experience, preferably in a regulated industry
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
  • Strong organizational skills with meticulous attention to detail and follow-through
  • Demonstrated ability to handle confidential information with discretion
  • Basic bookkeeping or accounts payable experience (invoices, POs, expense reports)
  • Comfortable working in a structured, compliance-oriented environment with documented procedures
Preferred qualifications
  • Prior experience in a medical device, biotech, pharmaceutical, or other FDA-regulated company
  • Familiarity with document control concepts (revision control, controlled copies, approval workflows)
  • Experience with eQMS or document management platforms (e.g. Greenlight Guru, MasterControl, SharePoint)
  • Experience with accounting software such as QuickBooks, NetSuite, or SAP
  • Basic understanding of ISO 13485 or GMP/GxP requirements
  • Experience supporting internal or regulatory audits (scheduling, document retrieval, room setup)

Benefits (employee contribution):
  • Health insurance
  • Health savings account
  • Dental insurance
  • Vision insurance
  • Flexible spending accounts
  • Life insurance
  • Retirement plan

All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Rate of pay within the stated range will depend on the qualification of the applicant.


We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

About the Company

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inSync Staffing

We recognize the VMS program management team is our customer and needs to be serviced with integrity, so we built and continue to improve upon our delivery methods as we strive to provide the highest quality service possible. inSync Staffing’s management team recognized ten years ago the inevitable changes to the staffing industry being brought about by technology and the growing trend of Fortune 1000 corporations to outsource management of their contingent workforces to meet compliance and cost control goals. Rather than swim upstream against the changes, inSync Staffing has embraced MSP and VMS programs as our customers, not competitors. We asked program managers how they want to be serviced. The result of their input is that we have structured inSync Staffing as a recruiting and customer service organization, unlike traditional staffing companies who sell directly to the end client. Our delivery model allows us concentrates our resources on how to best supply candidates in a very competitive MSP/VMS program environment.
COMPANY SIZE
50 to 99 employees
INDUSTRY
Staffing/Employment Agencies
FOUNDED
2014
WEBSITE
http://www.insyncstaffing.com/default.html

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