Administration Coordinator - Hybrid

Ultimate Staffing Services; Redmond (WA); Hybrid; USD 27,000 - 39,000; Full time

Job summary

Ultimate Staffing Services in Redmond, WA seeks an Administration Coordinator for a hybrid role focused on Quality Regulatory Affairs and Product Field Action. You will coordinate PFA executions, ensure FDA alignment, and report status to management.

The position requires strong coordination, documentation, and communication with internal teams and regulators, plus proficiency with MS Office and regulatory tracking tools.

Qualifications

• Relevant experience coordinating regulated activities and maintaining execution documentation.
• Experience supporting regulatory or quality-system requirements with clear written communication.
• 2+ years of project coordination and cross-functional stakeholder communication.

Responsibilities

• Coordinate PFA executions and field actions per defined strategies.
• Maintain PFA execution tracking and documentation.
• Ensure regulatory compliance of field activities with FDA/regional rules.
• Provide updates to management on status and completion.
• Collaborate with internal stakeholders to ensure timely field action deliverables.
• Support audits and regulatory communications.

Skills

Regulatory coordination

Project coordination

Stakeholder communication

Interpersonal communication

Education

High school diploma

Bachelor's degree

Tools

MS Office

TrackWise

SharePoint

Visio

Job description

Administration Coordinator - Hybrid (JN -102026-433037) Redmond, Washington

Salary: USD24 - USD24 per hour

Pay Rate: $24.00/hr.

Start/End Dates: 11/16/2026 - 2/15/2027

Job Description: Quality Regulatory Affairs (QRA) Coordinator, Product Field Action (PFA):

Scope of the role

Position summary

Responsible for coordinating PFA Executions according to defined strategies, procedures and regulations. As a QRA Coordinator, PFA, responsible to oversee and coordinate all field-related activities scoped within PFA Executions. Responsible for ensuring the PFA Executions are executed in compliance with regional regulations and guidance, primarily focusing on FDA requirements. Works directly with management to ensure timely notification to regulatory agencies. Reports on a regular basis to ensure management is informed of PFA Execution status.

Serves as a member of divisional PFA team to establish, implement, and maintain Global Regulatory and Quality processes and documents supporting our Global QMS.

Key areas of responsibility

• Maintain standardized process and procedure for executing field actions, including but not limited to working with international partners to ensure effective field action completion.
• Maintain PFA Execution tracking and documentation.
• Ensure that all field activities adhere to relevant regulatory requirements, industry standards, and company policies.
• Provide advice on corporate PFA Execution policies, ensuring that our client's Redmond and Belfast PFA Execution Procedures are current and are aligned with other Quality System Procedures.
• Develop and provide training for PFA Execution process.
• Support internal and external audit activities relating to PFA Executions.
• Communicate with regulatory agencies on the notifications and status of PFA Executions.
• Provide updates on a regular basis to management regarding status and completion of PFA Executions.
• Collaborate with internal stakeholders, such as PFA process leads, site execution owners, engineers, and technicians, to ensure seamless coordination and communication regarding field action deliverables.
• Maintain a customer-centric approach by ensuring that field actions are completed promptly and meet or exceed customer expectations.
• Perform other related duties as assigned.
• High school diploma plus 2+ years of relevant experience / For conversion,a bachelor's degree may be required
• Coordinator or PFA experience is preferred.
• Prior project management experience is a plus.
• Time management skills, writing, coordination, and execution of basic regulatory items.
• Coordinate and support technical and scientific field action activities.
• Under supervision, performs work that is varied and that may be somewhat difficult in character, but usually involves limited responsibility.
• Interpersonal communication, collaborative teamwork and negotiation skills. Composes routine communications with regulators and other key stakeholders
• Ability to build trusting relationships with all levels of management and clearly conveys information to peers, supervisors, and other stakeholders.
• Ability to generate and explain detailed assessments, execution plans, and any potential challenges accurately.
• Utilize proper software to maintain project records such as MS Office, TrackWise, SharePoint, or Visio.
• Subject matter expert for the RAQA and our client's business requirements of their area of ownership.
• Seeks out diverse ideas, opinions, and insights, and applies them in the workplace.
• Connects and relates well with people who think and act differently than oneself.
• Embraces scrutiny and accepts feedback as opportunity to learn and improve.

MUST HAVES:

• 1. Relevant experience coordinating regulated activities, tracking deliverables, and maintaining execution documentation.
• 2. Experience supporting regulatory or quality-system requirements, including clear written communication and accurate records.
• 3. Project coordination and stakeholder communication: 2+ years of relevant experience managing timelines, priorities, status reporting, and cross-functional coordination with internal teams, management, customers, or regulators.

NICE TO HAVES:

• 1. Coordinator or Product Field Action (PFA) experience preferred; no minimum years specified.
• 2. Prior project management experience preferred; no minimum years specified.
• 3. Medical device or other regulated-industry experience preferred; no minimum years specified.
• 4. Experience with MS Office, TrackWise, SharePoint, or Visio preferred.
• 5. Experience supporting audits, regulatory communications, or global partners preferred.

Hybrid role - M-W onsite; Th-Fr remote. 8-5