Administration and Operations Assistant

Administration and Operations Assistant 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. Key ResponsibilitiesCustomer Invoicing & Order Processing • 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 Compliance Database Maintenance • 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 Inventory Management • 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 Monthly Payroll & Income Audit • 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 Administrative & Executive Support • 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 Vendor & Partner Relations • 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 Minimum Requirements • 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 Nice-to-Have Qualifications • 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 Compensation & Benefits • 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 Benefits: • Flexible schedule Work Location: Remote