Administration and Operations Assistant

🌍 Remote, USA 🚀 Full-time 🕐 Posted Recently

Job Description

Company: GM Surgical
Location: Remote

Overview

GM Surgical is seeking a highly organized and detail-oriented Operations and Administration Coordinator to support daily operations across sales, compliance, inventory, and executive functions. This role is critical to ensuring smooth back-end execution for a fast-paced medical device sales organization.

The ideal candidate thrives in a multitasking environment, is process-driven, and can manage competing priorities while maintaining accuracy and professionalism.

Create and distribute daily invoices for sales representatives
Send invoices to customers in a timely and professional manner
Submit and follow up on purchase order (PO) requests
Monitor open cases and send PO requests at designated intervals

Collect receipts and Healthcare Provider (HCP) information from sales reps
Accurately enter compliance data into the MediSpend system
Maintain and track compliance documentation in accordance with industry standards
Manage onboarding and offboarding compliance documentation for all sales reps

Track and manage inventory movement across hospital systems using internal databases
Place Direct Inventory (DI) orders and coordinate shipments to sales reps
Manage demo and loaner inventory from key partners to ensure timely returns
Maintain accurate records of consignment inventory for audits and hospital requests

Verify commission statements from partner companies against internal records
Prepare and submit sales rep payroll data
Generate monthly sales reports using internal and partner data systems
Compile and distribute commission summaries for all sales representatives

Provide direct administrative support to the Principal/Owner
Coordinate travel arrangements including flights, hotels, and logistics
Organize meals and logistics for team meetings and working sessions
Assist with ad hoc administrative and data entry tasks as needed

Act as a liaison with distribution and manufacturing partners
Coordinate logistics for product demos, loaners, and trials
Ensure timely submission of required documentation to maintain vendor relationships
Support reporting requirements across all partner organizations

2+ years of administrative, operations, or coordinator experience (healthcare or medical device industry preferred)
Strong proficiency in Microsoft Excel, Outlook, and data management systems
Expert in Sharepoint
High attention to detail with strong organizational skills
Ability to manage multiple priorities in a fast-paced environment
Excellent written and verbal communication skills
Self-motivated with the ability to work independently

Experience with compliance platforms such as MediSpend
Familiarity with medical device sales operations or hospital environments
Experience with inventory tracking or logistics coordination
Exposure to commission-based payroll structures
Process improvement or SOP development experience

Competitive base salary (commensurate with experience)
Opportunity to work closely with leadership in a growing organization
Exposure to medical device sales operations and industry best practices
Potential for career growth within GM Surgical

Additional Information

This role is ideal for someone who enjoys being the operational backbone of a team. You will play a key role in supporting revenue-generating activities, maintaining compliance, and ensuring that both internal teams and external partners are set up for success.

Pay: $20.00 - $30.00 per hour