Project Coordinator- Regulatory

ETERNA MANAGEMENT, LLC JOB DESCRIPTION Job Title: Project Coordinator Department: Compliance Reports To: Compliance Manager Location: Santa Ana, CA Employment Type: Full-Time FLSA Classification: Non-Exempt (Hourly) Pay Range: $27.00- $30.00 per hour Position Summary The Project Coordinator – provides administrative and project coordination support to the Compliance Manager at Eterna Management, LLC, product manufacturing and third-party logistics (3PL) company. This role keeps the department organized and running smoothly by managing schedules, files, trackers, correspondence, and meeting follow-up, and by helping projects stay on track through completion. The ideal candidate is a highly organized self-starter who takes initiative without constant direction, pays close attention to detail, and is comfortable supporting a team that works within a regulated environment. Essential Duties and Responsibilities Provide day-to-day administrative support to the Compliance, including managing calendars, scheduling meetings, and coordinating appointments for department leadership. Schedule project and department meetings; prepare agendas, take and distribute meeting notes, and follow up with team members on assigned action items. Create, maintain, and update project trackers, spreadsheets, and status logs to monitor timelines, deliverables, and open items. Organize and maintain physical and electronic filing systems, ensuring documents are properly named, filed, scanned, and easy to retrieve. Perform accurate data entry and maintain department databases, contact lists, and records. Prepare, format, and proofread correspondence, memos, reports, forms, and presentations. Route documents for review, approval, and signature; track documents through the approval process and follow up on outstanding items. Assist with formatting and routing Standard Operating Procedures (SOPs), work instructions, and forms in coordination with the document control process. Maintain a calendar of license, permit, and certificate renewal dates and other key deadlines; send reminders to responsible stakeholders in advance of due dates. Coordinate logistics for internal audits, customer audits, and visitor or inspector visits, including scheduling, conference room setup, and gathering requested documents. Serve as a point of contact for internal departments, vendors, and customers on routine department inquiries; answer phones and respond to emails promptly and professionally. Order and track office and department supplies; assist with purchase requests and coordinate with Accounting on vendor invoices as needed. Maintain training attendance records and sign-in sheets for department trainings and help schedule training sessions. Prepare routine reports and summaries for leadership on project status, open items, and upcoming deadlines. Maintain confidentiality of proprietary, customer, and legal information. Perform other related duties as assigned. Qualifications Education and Experience: High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration or a related field preferred. Minimum of two (2) years of administrative, office coordination, or project coordination experience. Experience supporting a manufacturing, quality, or regulated-industry team (e.g., dietary supplements, food, cosmetics, pharmaceuticals, hemp/CBD, or medical devices) preferred. Exposure to document control, filing systems, or audit preparation is a plus. Skills and Abilities: Self-Starter: Works independently, takes ownership of assignments, and identifies next steps without waiting for direction. Detail-Oriented: Accurate and thorough in data entry, filing, and proofreading; catches errors and inconsistencies and escalates them promptly. Organized: Strong organizational and time-management skills with the ability to juggle multiple tasks, calendars, and deadlines at once. Communicator: Clear, professional written and verbal communication w…

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