Senior Project Coordinator

Talentify; Eden Prairie (MN); On-site; USD 65,000 - 95,000; Full time

Job summary

Talentify seeks a Project Coordinator for Equipment Systems & Vendor Management to own maintenance, calibration, validation, and documentation platforms. You will partner with Quality, Supply Chain, Manufacturing, R&D, Procurement, and external vendors to ensure data integrity and on-time delivery of activities in a GMP-focused environment.

You will manage system access, support validation and changes, and organize comprehensive equipment records and certificates to ensure inspection readiness

Qualifications

• Experience with maintenance, calibration, validation systems and equipment documentation.
• Knowledge of GMP standards and regulatory expectations.
• Strong documentation and data integrity focus.

Responsibilities

• Ensure maintenance, calibration, validation, and equipment tracking reflect current state of work.
• Manage preventive maintenance, calibration, validation, and vendor service schedules; communicate plans to owners and drive on-time completion.
• Monitor open activities, vendor certificates, calibration reports, and gaps; ensure timely closure per procedures and regulations.
• Document executed work in systems; confirm tasks, parts, labor, and results align with procedures and GMP standards.
• Administer user accounts and access rights for equipment systems; conduct periodic reviews for security and role-based access.
• Support system validation, upgrades, and configuration changes through requirements, testing, documentation, and change control.
• Organize and maintain equipment records, certificates, manuals, and validation protocols for easy retrieval and inspection readiness.
• Coordinate with Procurement and Finance to manage vendor documentation (quotes, purchase orders, contracts, service agreements, insurance certificates).
• Schedule external vendor activities and site logistics; ensure compliance with safety, ISO quality, and GMP expectations.
• Track warranty-related issues and returns.

Skills

Vendor management

GMP compliance

Equipment maintenance

Data integrity

Documentation control

Job description

About this job

Job Description

The Project Coordinator Equipment Systems & Vendor Management serves as the system owner and subject matter expert for maintenance, calibration, validation, and equipment documentation platforms, while acting as the primary interface for external service providers supporting GMP equipment. This role ensures that computerized maintenance and calibration systems and associated records accurately reflect the current state of equipment, events, and documentation, and that vendor services are effectively scheduled, tracked, and compliant with internal procedures and regulatory expectations. The Project Coordinator partners closely with equipment owners, Quality, Supply Chain, Manufacturing, R&D, Procurement, Finance, and external vendors to maintain data integrity, drive on-time completion of planned activities, and resolve issues related to certificates, contracts, warranties, and equipment purchases. This position offers the opportunity to own end-to-end processes in a growing organization with strong backing and clear growth potential.

Responsibilities

• Ensure maintenance, calibration, validation, and equipment tracking systems accurately reflect the current state of work, including equipment status, upcoming events, and completed activities.
• Manage preventive maintenance, calibration, validation, and vendor service schedules, communicate plans and changes to equipment owners, and actively drive on-time completion of all scheduled work.
• Monitor and follow up on open activities, vendor certificates, calibration reports, and documentation gaps to ensure timely closure in accordance with internal procedures and regulatory requirements.
• Accurately document executed work in designated systems, confirming tasks, parts, labor, and results are captured in alignment with established procedures, data integrity expectations, and GMP standards.
• Administer user accounts and access rights for equipment and maintenance systems, performing periodic reviews and timely updates to maintain appropriate role-based access and system security.
• Support system validation, upgrades, and configuration changes by participating in requirements definition, testing, documentation, and change control activities.
• Organize and maintain executed equipment records, certificates, manuals, validation protocols, and related documentation to ensure information is current, easily retrievable, and inspection-ready.
• Collaborate with Procurement and Finance to manage vendor commercial documentation, including quotes, purchase orders, contracts, service agreements, and certificates of insurance.
• Schedule and coordinate external vendor activities, manage site logistics, and ensure vendors comply with site safety, security, ISO quality, and GMP expectations.
• Track and manage warranty-related issues such as faulty equipment, returns