Data Coordinator – Calibration

Pharmaceutical Company; Pleasanton (CA); On-site; USD 52,000 - 76,000; Full time

Job summary

Pharmaceutical Company seeks a Data Coordinator II to support calibration, qualification, and documentation processes in a regulated lab environment. You will manage equipment records, review technical documentation, and coordinate external service providers to ensure timely calibration and compliance.

The role involves maintaining asset management data in RAM, SAP, and ASPIRE, generating routine reports, and assisting internal audits.

Qualifications

• Experience in data coordination and document control in a lab setting.
• Experience maintaining equipment records and processing technical documentation.
• Familiarity with databases or enterprise systems such as SAP.
• Strong attention to detail and ability to manage multiple priorities.

Responsibilities

• Maintain calibration and maintenance records for lab instruments.
• Process calibration, commissioning, qualification, and validation docs.
• Update equipment data in asset management databases (RAM, SAP, ASPIRE).
• Generate calibration recalls and routine equipment-tracking updates.
• Coordinate service appointments with external vendors and internal teams.
• Initiate quality investigations for out-of-tolerance instruments.
• Track inductions, service status, shipping, and shipments to vendors.
• Track purchase orders and service costs.
• Support audits, documentation reviews, and data integration projects.
• Provide vendor escort within controlled lab spaces.
• Identify opportunities to improve data accuracy and efficiency.

Skills

Data coordination

Document control

Calibration administration

Laboratory operations

Vendor coordination

Attention to detail

Multi-priority management

Tools

SAP

Blue Mountain RAM

ASPIRE

Job description

We are seeking a detail-oriented Data Coordinator II to support laboratory equipment calibration, qualification, documentation processing, database management, and vendor scheduling. The ideal candidate will have experience maintaining equipment records, reviewing calibration documentation, coordinating external service providers, and supporting quality and compliance activities in a laboratory, pharmaceutical, biotechnology, or medical-device environment.

Key Responsibilities

• Maintain accurate electronic and physical calibration and maintenance records for laboratory instruments and equipment.
• Process and review calibration, commissioning, qualification, and validation documentation.
• Update equipment information in asset management databases, including Blue Mountain Regulatory Asset Manager (RAM), SAP, and ASPIRE.
• Generate calibration recall reports, maintenance status reports, and routine equipment tracking updates.
• Coordinate calibration and qualification service appointments with external vendors and internal laboratory teams.
• Initiate quality investigation forms for out-of-tolerance instruments and communicate status updates to stakeholders.
• Track equipment induction, service status, shipping, receiving, and shipments to external calibration vendors.
• Track purchase orders, service costs, and other operational metrics.
• Support internal and external audits, documentation reviews, and data integration projects.
• Provide vendor escort and coordination within controlled laboratory spaces.
• Identify opportunities to improve data accuracy, documentation quality, and operational efficiency.

Required Qualifications

• Experience in data coordination, document control, calibration administration, laboratory operations, or a related field.
• Experience maintaining equipment records and processing technical documentation.
• Familiarity with databases, asset management systems, or enterprise systems such as SAP.
• Strong attention to detail and commitment to accurate recordkeeping.
• Ability to coordinate schedules, communicate with vendors, and manage multiple priorities.
• Strong organizational, analytical, and problem-solving skills.

Preferred Qualifications

• Experience in pharmaceutical, biotechnology, medical-device, or regulated laboratory environments.
• Familiarity with Blue Mountain Regulatory Asset Manager (RAM), SAP, or ASPIRE.
• Knowledge of equipment calibration, preventive maintenance, qualification, or validation documentation.
• Experience supporting audits, tracking purchase orders, and preparing status reports.