Senior Service Assistant

Kite Pharma • El Segundo, CA

12d • Onsite

About The Position

The Work Order Administrator / Coordinator provides administrative, documentation, and coordination support for facilities and maintenance activities at a regulated biopharmaceutical manufacturing site. This role focuses on work order processing, GMP document filing, scheduling coordination, communication, and record management, ensuring maintenance activities are properly documented, traceable, and compliant with GMP and site procedures. The position serves as a central administrative point of contact between Manufacturing, Facilities, Engineering, Quality, EHS, and external service providers. The role does NOT perform technical maintenance or engineering work. Fully onsite 5 days a week.

Requirements

• High School Diploma and 3+ years of relevant experience.
• Experience in an administrative, coordinator, or records management role within a regulated manufacturing environment.
• Strong attention to detail with a focus on documentation accuracy and compliance.
• Proficiency with CMMS systems and document management tools.
• Excellent organizational, communication, and follow‑up skills.
• Ability to manage multiple priorities in a compliance‑driven environment.

Nice To Haves

• Experience in biopharmaceutical, pharmaceutical, biotech, or medical device manufacturing.
• Familiarity with GMP documentation, document control, and audit support.
• Experience supporting Facilities, Maintenance, or Engineering teams in an administrative capacity.

Responsibilities

• Receive, review, and log maintenance and facilities work requests from Manufacturing, Quality, Labs, and support departments.
• Verify work requests for completeness, required approvals, and proper categorization prior to CMMS entry.
• Create, update, route, and close work orders in accordance with approved site procedures.
• Track work order status and follow up with assigned teams to support timely completion.
• Ensure work orders are routed to the appropriate department based on priority and request type.
• Maintain accurate, complete, and timely work order records within the CMMS.
• Enter labor hours, service dates, vendor details, and completion comments as required.
• Attach supporting documentation to work orders, including service reports, permits, checklists, and approvals.
• Perform routine reviews to ensure CMMS data integrity and audit readiness.
• Support periodic data reconciliation and administrative cleanup activities.
• File, index, and maintain GMP‑related maintenance documentation in approved electronic and/or physical filing systems.
• Ensure maintenance records are filed in accordance with document control, retention, and archival procedures.
• Maintain organized, traceable records for work orders impacting GMP equipment, utilities, cleanrooms, and critical systems.
• Retrieve maintenance and facilities documentation in support of audits, inspections, quality reviews, and investigations.
• Support Quality, Facilities, and Engineering teams by ensuring documentation is readily accessible and properly controlled.
• Identify missing, incomplete, or incorrectly filed records and coordinate corrections with responsible parties.
• Coordinate maintenance schedules with Facilities, Manufacturing, and other stakeholders to minimize operational impact.
• Communicate planned work dates, access requirements, and completion updates.
• Maintain calendars, schedules, and administrative notifications for maintenance activities.
• Provide administrative support for shutdowns, outages, and planned maintenance events.
• Serve as the primary administrative contact for work order and documentation status inquiries.
• Provide clear and professional communication regarding work order progress and documentation needs.
• Coordinate contractor visits by managing access requests, badging paperwork, and documentation tracking.
• Distribute maintenance‑related reports, schedules, and communications as needed.
• Verify that required approvals, permits, and GMP documentation are completed prior to work order closure.
• Support internal and external audits by providing maintenance records and filing evidence.
• Assist with deviation, investigation, and CAPA documentation by supplying maintenance records and timelines.
• Ensure documentation practices align with GMP, data integrity, and site quality standards.
• Generate routine CMMS and documentation reports (work order status, backlog, overdue items).
• Track administrative metrics related to documentation completeness and filing timeliness.
• Provide summary reports to Facilities, Engineering, or Quality leadership upon request.
• Identify opportunities to improve administrative workflows and documentation processes.
• Track required safety and EHS documentation associated with work orders (permits, training records).
• Ensure administrative safety requirements are completed prior to scheduling work.
• Maintain organized records related to contractor compliance and site access requirements.

Benefits

• company-sponsored medical, dental, vision, and life insurance plans
• discretionary annual bonus
• discretionary stock-based long-term incentives (eligibility may vary based on role)
• paid time off

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED