Operations and Systems Coordinator

The Operations and Systems Coordinator supports the day-to-day operational needs of the organization by managing procurement workflows, assisting with finance-related processes, and ensuring the smooth operation of IT systems and internal databases. This role is critical in maintaining operational efficiency, compliance, and cross-functional communication—particularly in support of the company’s research and development activities.

Key Responsibilities

Procurement and Vendor Management

• Oversee the full procurement lifecycle, including vendor sourcing, quotation negotiation, and purchase order creation.
• Track and manage the delivery status of all procured items, ensuring timely receipt and resolution of delays or discrepancies.
• Build and maintain strong vendor relationships while optimizing pricing, quality, and service levels.
• Maintain accurate procurement records and vendor documentation in compliance with internal policies and regulatory standards.
• Analyze procurement trends to identify cost-saving opportunities and improve purchasing efficiency.
• Work closely with the finance team to reconcile invoices with purchase orders and delivery receipts to support accurate payment processing

Operational Coordination

• Serve as the primary point of contact for internal operational requests, process bottlenecks, or vendor-related issues.
• Develop, document, and maintain Standard Operating Procedures (SOPs) for procurement, financial workflows, and database use.
• Identify, recommend, and help implement improvements to enhance overall operational efficiency.

Facilities Management

• Coordinate with internal stakeholders to ensure laboratory and office facility needs are met, including supply deliveries, equipment setup, and routine maintenance.
• Act as the liaison with building facilities management for issues related to utilities, safety, HVAC, cleaning, waste disposal, and emergency protocols.
• Manage vendor access and scheduling for facility-related service providers and contractors.
• Monitor the general condition of lab and office environments and escalate facility concerns as needed to ensure compliance and functionality.
• Support internal teams with lab space planning, seating assignments, and operational readiness for new hires or team expansions.

IT and Database Management

• Collaborate with IT teams to troubleshoot issues, implement system updates, and provide basic tech support or onboarding for internal users.
• Support system integrations across procurement, finance, and project tracking tools to streamline operations.

Required Qualifications

• Bachelor’s degree in Business Administration, Operations Management, or a related field
• 2–4 years of experience in operations, procurement, finance support, facilities coordination, or database management—preferably in a CRO, biotech, or life sciences environment
• Experience with procurement and accounting platforms (e.g., QuickBooks, ERP systems)
• Proficiency in IT tools, spreadsheets, and databases (e.g., Smartsheet, Excel, or Airtable)
• Strong organizational skills and attention to detail

Preferred Qualifications

• Experience in a regulated industry such as pharmaceuticals, biotech, or contract research organizations (CROs)
• Familiarity with compliance standards such as FDA, GLP, or GMP
• Understanding of basic logistics, delivery tracking practices, and lab facility operations
• Experience coordinating with building management teams or commercial landlords

Job Type: Full-time

Pay: From $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Work Location: In person