Laboratory Administrative Assistant

Laboratory Administrative Assistant The Laboratory Administrative Assistant provides organizational, logistical, and clerical support to ensure smooth day-to-day essential laboratory operations. This role handles documentation, scheduling, communication, and administrative compliance, and supports the laboratory’s technical testing and analysis. This is a non-technical role with development opportunities for technical growth. Qualifications: Education: Preferred Bachelor’s or Associate's degree in the science field, or 3-5 years of equivalent experience with identified skills Experience: Entry-level to 2 years Skills: Strong organizational skills, proficiency in office software (Excel, Word, database systems, SharePoint), high attention to detail, excellent time management, collaboration, and multitasking Certifications: Generally none required, though familiarity lab safety preferred 1. Documentation & Records Management: Maintain and organize lab files, records, and databases (paper and electronic) Ensure proper filing and retention of test results, certificates, and compliance documents Enter and update data in laboratory information management systems (LIMS) Prepare, proofread reports, format and format documents and Test method SOPs Track and manage document version control for SOPs and policies Assist with archiving and retrieving historical records for audits or inquiries 2. Scheduling & Coordination: Schedule staff meetings, training sessions, and equipment maintenance appointments Coordinate calendars for lab management and senior staff Arrange logistics for inspections, audits, or vendor visits Coordinate sample pickup/delivery schedules with couriers or other departments 3. Communication & Correspondence: Serve as a point of contact for internal and external inquiries (phone, email, in-person) Liaise with vendors and suppliers regarding orders, deliveries, and invoices Contact with outside Laboratories for sample processing 4. Inventory & Procurement Support: Track office and basic lab supply inventories (PPE, consumable supplies, laboratory instruments, or materials for experiments, etc.) Complete inventories of chemical cabinets and verify supporting documents are up-todate provide list to team lead for ordering chemicals Process purchase requisitions and follow up on order status Receive and log incoming deliveries; route items to appropriate staff Maintain vendor contact lists and basic procurement records Assist with invoices tracking under supervision 5. Compliance & Administrative Support: Assist in preparing documentation for regulatory audits or accreditation reviews Maintain logs required for compliance (equipment maintenance logs, etc.) 6. General Office & Laboratory Support: Support sample management; organizing, labeling, and removal Support maintaining a clean, organized, laboratory facility Handle incoming and outgoing mail and packages for samples and other items Support meeting logistics (meeting notes, follow-ups, and room set-ups) Point of contact with IT or Facilities for work items 7. Cross-Functional Support: Assist Laboratory Manager with special projects, reports, or presentations Support Laboratory Technicians with preparation of sample specimens Other items as needed

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