Administrative Project Assistant

FOCUSKPI INC; Mountain View (CA); On-site; USD 28,000 - 32,000; Part time

Job summary

FocusKPI, Inc. in Mountain View is seeking an Administrative/Project Assistant to support clinical studies within a high-tech SaaS environment.

The role involves maintaining laboratory operations, inventory, device preparation, and office administration for the Clinical Verification and Validation Team, with training provided on device setup. This on-site, part-time, 6-month contract offers hands-on duties, data entry, audits, and coordination of supplies, shipments, and study materials.

Qualifications

• Office experience, ideally supporting clinical studies.
• Strong attention to detail with ability to multi-task.
• On-site presence; able to stand, bend, and lift equipment.

Responsibilities

• Coordinate inventory, tracking, receipt, dispensing, and reconciliation of investigational products and device supplies.
• Maintain device labels and detailed lab inventories and serial numbers.
• Keep records of incoming and outgoing shipments and assist with study equipment setup.
• Support the clinical study team with study materials, events, and meetings.
• Prepare for audits and manage clinical study files and site binders.

Skills

Attention to detail

Self-starter

Communication skills

Tech-savvy

Microsoft Office

Android / iOS apps

Tools

Android

iOS

Microsoft Office

Job description

Job Description

Job Description

FocusKPI is seeking an Administrative/Project Assistant to join one of our clients, a high-tech SaaS company.

As a Project Coordinator, your main responsibility will be to support clinical studies by maintaining efficient, organized laboratory operations. You will maintain the laboratory inventory, prepare devices, and handle office administrative tasks for the Clinical Verification and Validation Team. This role requires you to keep detailed records, enter data, audit devices, and pair and install software applications on devices, among other tasks. To succeed in this role, you must be extremely organized, detail-oriented, and tech-savvy. Training on device setup will be provided.

Work Location: Mountain View, CA (On-site role, 5 days/week)
Duration: 6-month contract
Position type: Part-time (20-30 hours), W2
Pay Range: $20 - 23/hr

Responsibilities:

• Coordinate logistics, tracking, receipt, dispensing, and reconciliation of investigational products and device supplies required for clinical trials.
• Apply and maintain clear identification labels on all devices for inventory tracking.
• Maintain detailed logs of lab inventories and device serial numbers.
• Keep detailed records of incoming and outgoing shipments.
• Comply with the client's device audits.
• Assist with study equipment and device setup (pairing devices, app installation, etc.).
• Maintain the physiological data collection lab, keeping an organized, clean, and safe working environment.
• Perform regular organization of lab facilities and equipment storage areas.
• Clean devices and routinely clean the lab.
• Support the clinical study team with study materials, office supplies, tracking, and management.
• Assists with preparation for periodic audits of clinical study files for completeness and accuracy.
• Submits purchase requests and logs purchasing in a budget Excel sheet.
• Light clerical activities like printing, stapling, and filing.
• Document coordination - creates and manages the clinical study files and oversees the organization and distribution of clinical study documents.
• Assist in clinical study startup activities such as preparation and dispatch of site binders and tools
• Provide administrative support to the team, including organizing logistics for events and key team meetings.
• Maintain good clinical practice, following applicable health and safety principles and practices.

Qualifications:

• Prior office experience; relevant experience supporting clinical studies with hands‑on involvement preferred
• Strong attention to detail
• Self‑starter willing to help, capable of managing multiple tasks in a fast‑paced environment
• Strong written and verbal communication skills
• Tech‑savvy with devices.
• PC and Smartphone App (Android and iOS) skills; Microsoft Office applications (Word, Excel, PowerPoint, Outlook); and other applicable applications.
• Fully onsite role during normal business hours; could be 3 days a week at 8 hours a day or 5 days a week at 6 hours a day.
• Position requires regular physical activity, including standing, bending, and lifting of equipment and supply boxes.

Thank you!
FocusKPI Hiring Team
Founded in 2010, FocusKPI, Inc. (FocusKPI) is a data science and technology firm specializing in predictive analytics practices and methodologies. FocusKPI is a US company headquartered in Silicon Valley, California, with an East Coast office in Boston, Massachusetts.