Administrative Assistant

Rivanna Medical, Inc.•Charlottesville, VA

1h•Hybrid

About The Position

RIVANNA is seeking a hands-on, detail-oriented team member to support our manufacturing operations during a pivotal product transition. This role is a hybrid of production support and administrative coordination — you’ll be on the manufacturing floor kitting materials and validating devices in the morning, and processing customer quotes and updating quality records in the afternoon. If you thrive in a fast-paced environment where no two days look the same and you take pride in keeping things organized and moving forward, this is the role for you. You’ll work closely with our technicians, quality team, and customer service lead to ensure our products get built on time and our customers are taken care of.

Requirements

High school diploma or equivalent required; associate’s degree preferred
Strong organizational skills and attention to detail, with the ability to manage multiple tasks across different functional areas simultaneously
Comfortable working both on a production floor and at a computer throughout the day
Ability to follow standard operating procedures (SOPs) and work instructions with precision
Effective written and verbal communication skills for customer-facing correspondence
Proficiency with Microsoft Office Suite (Outlook, Excel, Word)
Ability to lift up to 40 lbs and stand for extended periods during production activities

Nice To Haves

Experience in a medical device, pharmaceutical, or other regulated manufacturing environment
Familiarity with quality management systems (ISO 13485, FDA 21 CFR 820, or similar)
Experience with ERP or inventory management systems (Fishbowl, NetSuite, SAP, or similar)
Experience with CRM platforms (HubSpot or similar)
Previous experience processing RMAs, incoming inspections, or nonconformance documentation
Knowledge of medical device labeling and packaging requirements

Responsibilities

Kitting and staging materials for Accuro ultrasound system production runs
Completing production workorders and maintaining accurate documentation throughout the build process
Printing and applying product labels in accordance with labeling work instructions
Performing end-of-line validation testing on completed Accuro units
Conducting the Monthly Manufacturing Inspection to validate production processes per regulatory requirements
Preparing and sending customer quotes; following up on new customer inquiries via the sales inbox
Performing incoming inspections on Accuro and 3S materials per documented quality procedures
Processing returned medical devices (RMAs), including disinfection and documentation per established protocols
Updating and maintaining RMA and Nonconformance Report (NCR) logs in the quality management system
Executing inventory transactions in Fishbowl ERP, including receipts, transfers, and consumption records
Supporting customer service and logistics activities as needed during peak periods