The Calibration & Maintenance Administrator coordinates and maintains the company's calibration and preventive maintenance programs to ensure compliance with external requirements and company procedures. This position is responsible for scheduling, tracking, and documenting calibration and maintenance activities, initiating and monitoring exception reports, and serving as the central contact for calibration and maintenance inquiries. The Administrator ensures records are accurate, complete, and audit-ready at all times.

Responsibilities:

• Maintain the master list of equipment requiring calibration and preventive maintenance.

• Distribute monthly calibration and maintenance reports.

• Schedule and track calibration and maintenance activities to ensure timely completion.

• Review and archive calibration and maintenance documentation, including certificates, reports, and other records in accordance with QMS requirements.

• Initiate exception reports for out-of-tolerance (OOT) events and assign to designated responsible persons (DRPs) for impact assessment.

• Monitor exception report status, follow-up with DRPs, review for completeness, and approve for closure.

• Serve as the primary contact for calibration and maintenance scheduling, documentation requests, and support.

• Escalate overdue calibrations, maintenance activities, and exception reports.

• Recommend process improvements to enhance compliance, efficiency, and accuracy of records.

• Perform other duties as assigned.

Qualifications/Skills:

• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.

• Knowledge of Good Manufacturing Practices (GMP) and Good Documentation Practices (GDP).

• Ability to review calibration and maintenance documentation for accuracy and completeness.

• Proficiency in Microsoft Office (Excel, Word, Outlook), experience with eQMS or electronic tracking systems preferred.

• Effective verbal and written communication skills to coordinate across departments and with external vendors.

• Ability to identify and escalate overdue activities or incomplete records. Familiarity with GageTrak is a bonus.

Education and Experience:

• Associate’s degree in a technical, quality, or administrative field, or equivalent work experience.
• Minimum of 2–4 years of experience in calibration coordination, maintenance administration, or quality systems within a regulated industry (medical device or pharmaceutical preferred).

Physical Requirements:

• Prolonged periods of sitting at a desk working on a computer.
• Ability to lift up to 25 lbs. occasionally to handle equipment, records, or calibration tools.
• Ability to wear Personal Protective Equipment (PPE) when entering controlled areas.
• Ability to travel from main worksite to other Nova Waltham and Billerica sites, as needed.

At Nova Biomedical, we practice our core values of mutual respect, honesty, and integrity throughout the company. With a strong sense of family in the workplace, we are proud that one third of all our employees have been with us for over 10 years.

Highlights of benefits offered to Nova Biomedical employees include Blue Cross Blue Shield medical plan, tuition reimbursement, matching 401K, company subsidized cafeteria and an innovative scholarship program for children of employees.