Senior Equipment Systems & Vendor Associate

Senior Equipment Systems & Vendor Associate Responsibilities

• Ensure maintenance, calibration, and equipment tracking systems accurately reflect current work (equipment status, upcoming events, completed activities)
• Manage preventive maintenance, calibration, and vendor service schedules; communicate plans/changes; drive on-time completion
• Monitor and follow up on open activities, vendor certificates, and documentation gaps to ensure timely closure
• Document executed work in designated systems (tasks, parts, labor, and results) per procedures and data integrity expectations
• Administer equipment/maintenance system user accounts and access rights; conduct periodic reviews and updates
• Support system validation, upgrades, and configuration changes (requirements, testing, documentation, and change control)
• Organize and maintain executed equipment records, certificates, and manuals for current, retrievable, inspection‑ready information
• Collaborate with Procurement and Finance to manage vendor commercial documentation (quotes, purchase orders, contracts, service agreements, certificates of insurance)
• Schedule/coordinate external vendor activities and manage site logistics; ensure vendor compliance with safety, security, and GMP expectations
• Track and resolve warranty‑related issues (faulty equipment, returns, exchanges, documentation)
• Facilitate communication between vendors and site stakeholders (Manufacturing, R&D, Quality, Supply Chain) to resolve documentation/calibration issues
• Identify and implement improvements to system workflows, documentation practices, and vendor processes

• 6+ years (H.S. Diploma/GED) OR 5+ years (Associate’s Degree) OR 4+ years (Bachelor’s Degree) in equipment lifecycle management in a GMP-regulated pharma/biotech/medical device environment
• Strong systems aptitude and high attention to data accuracy/detail
• Ability to anticipate needs/events and proactively plan for readiness and timely execution
• Ability to manage multiple tasks/deadlines and prioritize competing priorities to drive on-time completion
• Excellent interpersonal, communication, and cross‑functional collaboration skills
• Strong organizational and time management skills

• Experience using BMRAM (Blue Mountain RAM)
• Experience driving cross‑functional schedules/activities for on‑time results
• Experience managing vendor commercial documentation (contracts, purchase orders, quotes, certificates of insurance)