Data Coordinator II

Apollo Professional Solutions; Pleasanton (CA); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Medical benefits

Vision benefits

Dental benefits

401k

Job summary

Apollopros is seeking a detail-oriented Data Coordinator II to support calibration, asset management, and vendor coordination for lab instruments in Pleasanton, CA. The role focuses on data management, documentation control, scheduling, and cross-functional coordination in a regulated environment.

You will maintain electronic and physical calibration records, manage documentation for calibration and validation, enter data into RAM/SAP/ASPIRE systems, and support audits with precise records.

Qualifications

• Experience in data coordination and asset management.
• Strong data accuracy and documentation skills.
• Experience with electronic databases and record management.

Responsibilities

• Maintain calibration and asset records for instruments.
• Manage calibration, commissioning, qualification, and validation docs.
• Enter data into RAM, SAP, ASPIRE databases.
• Induct and track assets through lifecycle.
• Generate calibration and maintenance reports.
• Coordinate vendor services and scheduling.
• Support audits with documentation.

Skills

Data coordination

Database management

Asset management

Calibration support

Quality systems

Laboratory operations

Administrative processes

Tools

Blue Mountain RAM

SAP

ASPIRE

Job description

Position Type: Data Coordinator Location: Pleasanton, CA Hourly rate: $37.00 Contractor benefits: Medical, Vision, Dental, 401k

Job Description:

We are seeking a detail-oriented Data Coordinator II to support laboratory equipment calibration, qualification, asset management, and vendor coordination activities. This role is ideal for someone who excels at data management, documentation control, scheduling, and cross-functional coordination in a regulated environment. As a key member of the team, you will help ensure laboratory instruments and equipment remain compliant, accurately documented, and available for operational use. Your work will directly support calibration programs, equipment lifecycle management, audit readiness, and vendor services.

Key Responsibilities

• Calibration & Asset Management
  • Maintain electronic and physical calibration records for laboratory instruments and equipment.
  • Process, review, and manage calibration, commissioning, qualification, and validation documentation.
  • Enter and maintain calibration and maintenance data within asset management systems, including: Blue Mountain Regulatory Asset Manager (RAM) SAP ASPIRE-related databases
  • Induct, track, and manage assets throughout their lifecycle within designated systems.
  • Generate recurring calibration, maintenance, recall, and status reports.
• Program Administration & Data Coordination
  • Support day-to-day administration of calibration and maintenance programs.
  • Issue equipment recall notifications for precision measurement and test equipment.
  • Initiate quality investigation documentation for out-of-tolerance instruments.
  • Track program metrics, equipment status, and maintenance activities.
  • Provide routine updates and communications to internal stakeholders.
• Vendor Management & Scheduling
  • Coordinate calibration and qualification services between external vendors and internal customers.
  • Schedule onsite vendor visits and service events.
  • Serve as a point of contact for vendor activities and support vendor access to controlled laboratory environments.
  • Track vendor performance, service records, and scheduling status.
• Logistics & Documentation Support
  • Process shipping, receiving, and tracking activities for equipment sent to external service providers.
  • Monitor the movement and status of laboratory instruments throughout the calibration process.
  • Maintain accurate records associated with equipment service history and documentation.
• Reporting, Audits & Process Support
  • Track and compile data related to purchase orders, service costs, and operational metrics.
  • Support internal and external audits by ensuring documentation accuracy and availability.
  • Assist with data integration efforts, process improvements, and special projects.
  • Perform additional duties and administrative functions as required.

Required Qualifications

• Experience in data coordination, database management, asset management, calibration support, quality systems, laboratory operations, or related administrative environments.
• Strong attention to detail with the ability to manage large volumes of data and documentation accurately.
• Experience working with electronic databases and record management systems.
• Proficiency with data entry, report generation, and document control processes.
• Strong organizational, communication, and time management skills.
• Ability to manage multiple priorities while maintaining accuracy and compliance.

Preferred Qualifications

• Experience with Blue Mountain RAM, SAP, ASPIRE, or similar asset management systems.
• Knowledge of calibration, maintenance, validation, or laboratory equipment management processes.
• Experience supporting regulated environments, quality systems, or audit activities.
• Familiarity with vendor coordination, purchase order tracking, and laboratory operations.

Must be U.S. Person for purposes of Export Compliance.

Reference Number: VEVBA