Administrative Support Specialist

Job Description

Job Description

Job Title: Administrative Support Specialist

Job Description

The Administrative Support Specialist maintains and supports the quality system documentation for a regulated manufacturing environment, with a focus on document control, change control, and administrative support for quality operations. This role manages documents throughout their lifecycle, sustains the change control process in the internal ERP system, and ensures that all documentation meets regulatory, quality, and internal standards.

Responsibilities

• Maintain the quality system documentation, including procedures for document creation, review, approval, and archiving.
• Track and control documents throughout their lifecycle, ensuring proper versioning, access control, and security.
• Ensure all documents adhere to regulatory requirements, quality standards, and internal procedures.
• Scan, organize, and maintain both physical and digital documents, including archiving historical records.
• Manage user access, permissions, and system integrity within the internal ERP change control system.
• Schedule weekly and emergency Change Control Board (CCB) meetings as requested by internal departments.
• Review documents for formatting, compliance, and version control standards.
• Collaborate with cross-functional teams to facilitate document workflows, resolve documentation issues, and ensure consistency in documentation practices.
• Maintain record retention timelines and ensure documentation is accessible in a timely manner for internal and external audits.
• Process approved change controls in a timely manner, including updating information in the internal ERP systems.
• Maintain the internal viewing system by adding current versions of controlled documents and removing historical revisions.
• Provide administrative support to the quality function, focusing on documentation and clerical tasks in a regulated manufacturing environment.

Essential Skills

• Approximately 2 years of experience in an administrative support role for quality or in a document control role, with a strong administration focus.
• Experience providing administrative support in a manufacturing setting.
• Understanding of Good Documentation Practices (GDP) and Good Manufacturing Practices (GMP).
• Experience with an electronic document management system.
• Proficiency with Microsoft Office, including Excel.
• Experience working in a regulated manufacturing environment, ideally in medical device or aerospace.
• Ability to manage document version control, access permissions, and record retention.
• Strong organizational skills with the ability to scan, organize, and maintain physical and digital records.
• Attention to detail and accuracy in reviewing and formatting documentation.
• Ability to collaborate effectively with cross-functional teams and support document workflows.

Additional Skills & Qualifications

• Open to recent graduates with some administrative experience in a manufacturing setting.
• ERP system knowledge is ideal, particularly in relation to change control processes.
• Experience supporting quality administration or quality control functions.
• Experience in clerical and administrative support roles.
• Familiarity with document control in a medical device or other regulated industry.
• Comfort working in a smaller organization where responsibilities may be broad and hands-on.

Work Environment

This role is based 100% onsite at a smaller, single-location manufacturing facility that specializes in medical devices, including hyperbaric oxygen therapy equipment and respiratory products. The site has approximately 70 employees onsite, with the majority working on the production floor, and a small sales team operating across the United States. The Administrative Support Specialist joins a small quality-focused team, working closely with a manager and one other team member who concentrates on core quality activities, while this role focuses on the administrative and documentation aspects. The environment is regulated, with significant documentation and paperwork associated with each product manufactured. The position follows a standard daytime schedule, with working hours from 8:00 a.m. to 4:30 p.m., offering a stable setting within a long-standing company that has a strong foothold in its specialized segment of the medical device industry.

This is a Contract to Hire position based out of Anaheim, CA.

The pay range for this position is $22.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Anaheim,CA.

This position is anticipated to close on Jul 24, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.